Download Bright Futures User Manual (Providers)

State of Vermont Child Development Division
Bright Futures User Manual
(Providers)
Contents
Introduction to Bright Futures
1
Overview for Providers....................................................................................................................... 1
Program Basics................................................................................................................................... 2
Data Entry into Fields ......................................................................................................................... 3
Codes and Values........................................................................................................................................4
Special Formatting for Fields ......................................................................................................................4
Required Fields ...........................................................................................................................................4
Parts of a Page .................................................................................................................................... 6
Internet Settings.................................................................................................................................. 6
AutoComplete Feature ................................................................................................................................6
Internet Provider Toolbars...........................................................................................................................7
System Timeout .................................................................................................................................. 8
Exiting.................................................................................................................................................. 8
How to Become a Licensed or Registered Child Care Provider
9
Overview for Provider Licensure....................................................................................................... 9
Licensing Requirements ..............................................................................................................................9
Applying to be a Provider..........................................................................................................................10
On-Line Applications................................................................................................................................22
Licensing Forms & Documents .................................................................................................................22
Menu Options ...........................................................................................................................................22
Professional Development
23
Available Grants................................................................................................................................ 23
Applying for a Grant .................................................................................................................................25
Search Courses................................................................................................................................. 25
Course Search Results ...............................................................................................................................26
Course Details...........................................................................................................................................27
Search Course Calendar .................................................................................................................. 30
Course Calendar Search Results ................................................................................................................32
Course Session Details ..............................................................................................................................33
Provider Login ..........................................................................................................................................35
Child Care Worker/Credential User Login.................................................................................................35
Secured Provider Functions
36
Overview – Provider Functions ....................................................................................................... 36
Logging into the System .................................................................................................................. 36
First Time Logon (Providers) ....................................................................................................................36
User Access ..............................................................................................................................................37
Account Summary ............................................................................................................................ 37
Provider Information.................................................................................................................................39
License Management.................................................................................................................................40
Staff/Associated Parties.............................................................................................................................40
Account Summary Options.............................................................................................................. 40
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Add Staff/Associated Party ....................................................................................................................... 41
Documents................................................................................................................................................ 44
File an Incident Report.............................................................................................................................. 45
Grant Applications .................................................................................................................................... 46
Checking Status of a Grant........................................................................................................................ 52
License Application (Licensed Programs Only)......................................................................................... 54
Submitting the Application........................................................................................................................ 67
Non-Subsidized Enrollment ...................................................................................................................... 69
New Non-Subsidized Enrollment Entry..................................................................................................... 70
Edit an Enrollment Entry........................................................................................................................... 71
View Enrollment Ended Entries ................................................................................................................ 72
Notification of Closure.............................................................................................................................. 73
Notification of Unexcused Absences......................................................................................................... 74
Referral Agreement................................................................................................................................... 74
Completing the Referral Agreement .......................................................................................................... 75
Update Referral Status .............................................................................................................................. 75
Additional Fees......................................................................................................................................... 76
Program Information................................................................................................................................. 78
Provider Schedule and Services................................................................................................................. 80
Provider Vacancy and Capacity................................................................................................................. 82
Registered Family Child Care Home Application (Registered Providers Only).......................................... 83
Service Requests – Account Option .......................................................................................................... 91
Variance Requests..................................................................................................................................... 92
File a New Variance Request .................................................................................................................... 92
Violation History ...................................................................................................................................... 94
Provider Demographics
96
Provider Demographics Overview...................................................................................................96
Addresses..........................................................................................................................................96
Update Address......................................................................................................................................... 97
Contact Phones.................................................................................................................................98
Edit Contact Phones.................................................................................................................................. 98
Electronic Contact Information........................................................................................................99
Edit Electronic Contact Information.......................................................................................................... 99
Request Update of EIN....................................................................................................................100
Payment and Financial Information
101
Payment Overview ..........................................................................................................................101
View Payments ....................................................................................................................................... 101
View Cash Receipts ................................................................................................................................ 101
View Payment Intercepts and Recoupments ............................................................................................ 102
Attendance and Invoicing
103
Attendance and Invoicing Overview..............................................................................................103
Submit Invoice........................................................................................................................................ 103
View Invoices ......................................................................................................................................... 104
Recording Attendance (General Guidelines) ................................................................................104
Submitting an Invoice – Contract (Reserved Spaces) .................................................................104
Submitting an Invoice – Subsidy Enrollments .............................................................................106
Completing the Invoice Submission (Attendance).......................................................................107
Save and Exit Invoice.............................................................................................................................. 108
Submit Attendance.................................................................................................................................. 108
Attendance for Additional Enrollments ................................................................................................... 108
Submitting an Invoice – Transportation Authorizations..............................................................109
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Completing the Invoice Submission (Transportation)................................................................. 110
Cancel Transportation Invoice.................................................................................................................110
Submit Transportation Invoice ................................................................................................................111
View Attendance Invoices.............................................................................................................. 111
Search Invoices .......................................................................................................................................111
Attendance Invoice Detail .......................................................................................................................113
Viewing Invoice Payments ............................................................................................................. 120
Adjustments to Invoices ................................................................................................................ 123
Resources
126
Overview for Resources................................................................................................................. 126
Accreditations ................................................................................................................................. 126
Course Calendar ............................................................................................................................. 127
Search Results.........................................................................................................................................129
Course Session Details ............................................................................................................................129
Course Search................................................................................................................................. 131
Credentials and Certificates........................................................................................................... 131
Download Forms and Literature .................................................................................................... 132
Grants .............................................................................................................................................. 133
The Child Care Consumer Concern Line ...................................................................................... 133
Contact
134
Contact Functions Overview.......................................................................................................... 134
Complaint – File a New Complaint ................................................................................................ 134
Complaint - View Status of a Complaint ....................................................................................... 138
Contact Information........................................................................................................................ 139
Service Request Status .................................................................................................................. 139
Secured Child Care Worker Functions
141
Child Care Worker Functions Overview........................................................................................ 141
Logging into the System as a Child Care Worker ........................................................................ 141
First Time Logon (Child Care Worker) ...................................................................................................141
Child Care User Access...........................................................................................................................142
Child Care Worker Functions......................................................................................................... 143
My Profile
145
Overview of the My Profile Function ............................................................................................. 145
Updating Contact Information .................................................................................................................145
Grant Applications ..................................................................................................................................145
Request Update of SSN...........................................................................................................................152
Service Requests .....................................................................................................................................153
Resume
155
Resume Overview ........................................................................................................................... 155
Resume Summary........................................................................................................................... 156
Current Professional Development Plan ..................................................................................................156
Record a New Professional Development Plan ........................................................................................156
Work Experience............................................................................................................................. 158
View Experience Details .........................................................................................................................158
Add Work Experience Information..........................................................................................................159
Education ........................................................................................................................................ 161
View Education Details...........................................................................................................................161
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New Education Information .................................................................................................................... 162
Credentials.......................................................................................................................................165
View Credential Details .......................................................................................................................... 166
Add Credential Information .................................................................................................................... 166
Program Participation.....................................................................................................................167
View Program Participation Details ........................................................................................................ 168
New Program Participation Information.................................................................................................. 168
Professional Development Function .............................................................................................171
View Professional Development Details.................................................................................................. 171
New Coursework Information................................................................................................................. 172
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Bright Futures User Manual (Providers)
Contents
Introduction to Bright Futures
Overview for Providers
The information contained on the web site is divided into sections as shown in the picture below. For providers, there
are general areas of information, as well as, specific areas that are only available through logging into the system. The
general areas as well as the provider specific items are described in this documentation.
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Introduction to Bright Futures
1
Program Basics
A few terms which you may not be familiar with will be used throughout this document. These terms designate: parts of
a page or actions that you can perform with your mouse. Some of these terms are defined below.
Back Button
In order to access the previous page in the Application, you may use the Back button. However, there are consequences
for doing so. If you have entered data on a page, the data is not saved as you click on the Back button. You should
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always use the available buttons at the bottom of the page when possible. If there is no appropriate button choice, then
use the menu options on the Subnav bar at the top of the page.
Clicking
When the manual directs you to click, click once with your left mouse button.
Dialog Boxes
As you click on certain functions in the Bright Futures system, dialog boxes or pop-up screens will appear on top
of the page you have accessed. You will need to answer the questions addressed in the dialog boxes, in many cases by
clicking on OK, in order to continue entering information on the main page. In addition, these dialog boxes may contain
functionality that is related to the page on which it was accessed.
Highlighting
When the manual directs you to highlight an item or a line, click on the item or on the line containing the item with
your mouse.
Links
Within the Application, there are links to other pages. These are recognizable by the underlined text on the page; i.e.,
Link.
Printing
Any of the pages displayed may be printed by using the Print function for the browser. Click on the File and then Print
to access this function. The exception to this is the printing of letters which is handled within the context of the
Application.
Scroll Bars
The scroll bars permit you to move additional parts of a list or table into view when the entire list will not fit into the
window or box. Scroll bars can be either vertical or horizontal. Vertical scroll bars are the arrows located at the top
right and bottom right of the window and support movement of additional information from the bottom or top of the
window. Horizontal scroll bars are the arrows at the bottom left and bottom right of a window or box and support
movement of additional information from the sides of a window.
Select Items
When you are directed to select an item, point to the item with your mouse, and click once with your left mouse button.
Status Bar
The status bar is located at the bottom of the screen and displays a brief direction or description related to the field in
which your cursor is positioned. Refer to the status bar as a guide as you are moving around the system.
Submit Button
Information that is entered on a page is saved to the database through the use of the Submit button located at the bottom
of the page. This function performs edits that verify that checks for appropriate and complete data. If any information is
entered incorrectly or missing, an error message is displayed at the top of the page.
Tabbing
On each of the Bright Futures pages, you can move from one field to the next by pressing the Tab key. After you leave
a field, you can return to the field by pressing Shift + Tab at the same time to tab back to the previous field.
Typing and Revising
As you enter information in Bright Futures, remember that your cursor or mouse pointer must be positioned in a field
before you can begin typing in that field.
When making revisions, click once in a field to position the cursor in that field. Use the backspace and delete keys to
make corrections, or double-click to highlight the field, and the new text you type will replace the existing text.
Data Entry into Fields
The entry in the fields is Case Sensitive. Use upper and lower case letters as appropriate. The value for each field is
stored in the database exactly as it has been entered. The data is also retrieved and used for letter generation using the
entered format.
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Introduction to Bright Futures
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Codes and Values
There are certain fields in the application allow the entry of only valid codes and values. There are drop-down arrow
selections and pop-up screens for these values. The values for these drop-down lists are maintained by a System
Administrator. Changes and additions to this information are governed through the Information Management Section
staff.
Drop Down Lists
Selections from the drop-down list use the down arrow next to the field (
).
Radio Buttons
Selections for some fields are done through the use of a radio button by clicking in the (
) to the left of the option.
Special Formatting for Fields
Dates
A Date entry is made using Month, Day and Year format (MM/DD/YYYY). A forward slash ( / ) must be used between
the Month, Day and Year in order to separate these items. Some date fields are selectable, such as Date of Birth. These
fields contain drop-down values which you will use to make your selection.
If a two-digit year is entered, the following rules apply:
•
<50, the date will be defaulted to 2000 century.
•
>50, the date will be defaulted to 1900 century.
Zip Codes
Enter the zip code in this field using the format #####-####.
Telephone Numbers
Telephone Numbers may be entered using numbers without any hyphens or periods separating the numbers. When the
Telephone Number is saved in the database, the following format is applied: ###-###-####.
SSN (Social Security Number)
Social Security Numbers may be entered using numbers without any hyphens or periods separating the numbers. When
the Social Security Number is saved in the database, the following format is applied: ###-##-####.
EIN (Employer Identification Number)
Employer Identification Numbers may be entered using numbers without any hyphens or periods separating the numbers.
When the Employer Identification Number is saved in the database, the following format is applied: ##-#######.
Required Fields
Each page contains a series of fields which are required in order to be complete. These required fields are marked with
an asterisk (*). If an attempt is made to save the entries without one of these fields being completed, an edit is shown at
the top of the page which identifies the missing information.
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Conditional Required Fields
Some fields in the system are required only if other fields have been entered. An example of this is the Electronic
Participation question asked a provider. If the answer is Yes, the required fields are Participation Request Date and EMail Address.
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Introduction to Bright Futures
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Parts of a Page
The following picture represents a typical page accessed in Bright Futures with the appropriate label for each part.
Internet Settings
The Bright Futures system application is accessed through your internet browser. There are a number of settings within
the browser which may affect the data entry into the application. The following pictures have been copied from Internet
Explorer V 6.0; however comparable settings would be found in other versions, as well as, other browsers; i.e., Netscape.
AutoComplete Feature
There is a feature named AutoComplete which enables field entries to be remembered from previous entries. This
feature should be disabled during your sessions with Bright Futures. To access this feature, select the Tools from the
menu bar and then click on Internet Options. As a result, the Internet Options screen is accessed. Continue by
selecting the Content tab at the top of the screen and you will see the screen as pictured below.
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On this screen, click on the AutoComplete button in the Personal Information section to access the following:
The screen should appear with options that are shown in the above picture. This will ensure that your user name and
password cannot be used by someone sitting at your PC. In addition, you will want to click on the Clear Forms button
to delete anything that was previously entered on the forms in Bright Futures pages.
Internet Provider Toolbars
Another feature that may be installed in a user’s browser is a Search Engine’s toolbar, such as Google Search. When this
feature is active, some of the fields on a page may be highlighted in yellow. It is best to disable this feature when you
are working in Bright Futures.
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Introduction to Bright Futures
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System Timeout
If you are working in Bright Futures and do not perform any keyboard or mouse actions within 60 minutes (or other predetermined time), Bright Futures will recognize this as 'idle' time and initiate the Login page. This is to prevent
unauthorized persons from using your computer in your absence.
Re-access Bright Futures by entering your username and password in the fields provided on the page and then click the
Login button.
Exiting
You may exit Bright Futures by using the LOGOUT link in the Page Header. This function appears on all pages in the
system. It should be a common practice to logout when you are not at your desk to prevent unauthorized persons from
using your computer in your absence.
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Introduction to Bright Futures
How to Become a Licensed or
Registered Child Care Provider
Overview for Provider Licensure
In the section labeled “How to Become a Licensed or Registered Child Care Provider”, is where you can find out
everything you need to know about becoming a registered family child care home, a licensed child care center, or a
licensed school age care program. There are three links under this section to assist you in this effort.
Licensing Requirements
By selecting this link, the ‘Become a Provider’ page is presented for review:
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At the top of the page, information regarding each type of program is presented. The lower portion of the page contains
a list of links to the applications for applying online, as well as, a link to view the status of your application once you
have submitted an application. Once you have determined which application you need to complete, select one of the
following links to begin this process.
Applying to be a Provider
This section contains the links to the applications for the specific provider types. Each link contains a series of pages on
which you will complete the application and submit it for approval.
Apply Online to Become a Licensed Provider
This link accesses the first page of the form to become a Licensed Child Care Provider.
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How to Become a Licensed or Registered Child Care Provider
The Initial Licensing Visit Request initiates the licensing process. It captures basic information about the prospective
early childhood, licensed family home, non-recurring, or school age child care provider seeking a license and the site.
To be complete, this part of the application must be accompanied by a Record Check Authorization, submitted in hard
copy with signatures. Complete the information as described below.
Last*, First* and Middle Names and Suffix
Enter the name of the provider in the appropriate name fields.
Gender*
Select Female or Male by using the radio button next to the field (
).
Date of Birth*
Enter the date of birth using the following format MM/DD/YYYY.
Mailing Address*
Enter the first line of the Mailing Address in this field.
Mailing Address Line 2
Enter the second line of the Mailing Address in this field.
City
Type the name of the city in this field.
Town*
Select the name of the town by using the down arrow (
) next to the field.
State*
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
Zip Code*
Enter the zip code in this field using the format #####-####.
Contact Phone*
Enter the telephone number for contact in this field using the format ###-###-####.
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Submitting Section 1
Once the information has been entered and reviewed, click on the Next button at the bottom of the page.
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Enter the information about the new program as described in the following sections.
Probable Name of Program*
If a previously entered organization has been selected through the Use Selected function, the Probable Name of
Program is displayed. If not, enter the probable name of the program. The reason this field is named “Probable” is that
this name must be approved through an external Trade Name Registration process with the Secretary of State’s office
before it can become the official name of the program.
Location Address*
Enter the first line of the Site Address in this field.
Address Line 2
Enter the second line of the Site Address in this field.
City
Type the name of the city in this field.
Town*
Select the name of the town by using the down arrow (
) next to the field.
State*
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
Zip Code*
Enter the zip code in this field using the format #####-####.
Directions (include route numbers) from Waterbury to proposed program site*
Enter information in the text box to describe the directions using as much text as needed.
What the building looks like or what it is currently known as*
Enter information in the text box to describe the building using as much text as needed.
Program’s intention to serve meals or snacks*
Select one of the following options by clicking in the ( ) checkbox next to the field.
•
The program intends to provide snacks only
•
The program intends to serve snacks and meals provided by each child's parent
•
The program intends to prepare and serve snacks and meals on premises
•
The program intends to have meals prepared off premises and delivered to program
•
Other
Web Site Address
Enter the URL for the provider’s web site.
Electronic Participation*
Select either Yes or No for the selection by using the radio button next to the field (
following two fields are required if provider elects to participate electronically.
). If this answer is Yes, the
E-mail Address (Required if Participating Electronically)
Enter the complete e-mail address for the provider.
Submitting Section 2
Once the information has been entered and reviewed, click on the Next button at the bottom of the page. As a result, the
Verification page is presented.
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How to Become a Licensed or Registered Child Care Provider
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Applicant Affirmation*
Once the information has been reviewed, click on the box next to the Affirmation Statement at the bottom of the page to
electronically sign the application. Then click on the Submit Initial Visit Request button at the bottom of the page. As a
result, the Confirmation page is presented with the newly entered service request confirmed with an identification
number for reference. For more information about this function, see “Service Requests” on page 91.
This page contains a Request ID Number associated with the application. You will want to make a note of this
number (by printing or writing it down) so that you may check the status of your application at a future time. For this
function, refer to the instructions in “View Status of Application” on page 21.
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How to Become a Licensed or Registered Child Care Provider
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Apply Online to Become a Registered Home Provider
This link accesses the first page of the form to become a Registered Home Child Care Provider.
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How to Become a Licensed or Registered Child Care Provider
Complete the details for the applicant on the Applicant page (LI0232) as described below.
Last*, First* and Middle Names and Suffix
Enter your name in the appropriate name fields.
Date of Birth*
Enter the date of birth using the following format MM/DD/YYYY.
Gender*
Select Female or Male by using the radio button next to the field (
).
EIN
Enter the Employer Identification Number if appropriate.
SSN*
Enter the Social Security Number; the SSN is a required
Contact Phone Number*
Enter the telephone number for contact in this field using the format ###-###-####.
Home Address*
Enter the first line of the Home Address in this field.
Address Line 2
Enter the second line of the Home Address in this field.
City
Type the name of the city in this field.
Town*
Select the name of the town by using the down arrow (
) next to the field.
State*
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
Zip Code*
Enter the zip code in this field using the format #####-####.
Have you ever been convicted for a violation of any law or ordinance (except parking
violation)?
Select either Yes or No by using the radio button next to the field (
complete the information for the following field.
). If the answer to the above question is Yes,
Conviction Description
Enter a description for the conviction in this notes field if the answer to the previous question is Yes.
Have you applied for a child care license, registration, or certificate from Vermont or any
other state within the last five (5) years?*
Select either Yes or No by using the radio button next to the field (
complete the information for the following fields:
). If the answer to the above question is Yes,
Which State?
Select the name of the state by using the down arrow (
) next to the field.
License/Registration Outcome
Select the outcome by using the down arrow (
) next to the field.
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Denied
Granted
Not Renewed
Revoked
Still in Force
Suspended
Withdrawn
State providers have the option to submit attendance, receive notices, and perform other provider account functions
through the web. If you choose to participate, you will be assigned a username and password, which you will receive at a
later date. Please indicate below your preference for participating electronically, and your e-mail address if you choose to
do so.
Web Site Address
Enter the URL for your web site.
Electronic Participation*
Select either Yes or No for the selection by using the radio button next to the field (
following field is required if provider elects to participate electronically.
). If this answer is Yes, the
E-mail Address
Enter the e-mail address for the applicant in this field.
Submitting Registered Home Application
Once the information has been entered and reviewed, click on the Next button at the bottom of the page. As a result, the
Preliminary Registered Home Provider Application: Verify Application page is presented.
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Applicant Certification*
Once the information has been reviewed, click on the box next to the Affirmation Certification Statement at the
bottom of the page to electronically sign the application.
Making Changes to the Application
If you need to correct any information on the application, click on the Make Changes button at the bottom of the page.
As a result of this action, you are returned to the application. Make any corrections and then click on the Next button to
process these changes.
Submitting the Registered Home Application
Once all information is correct, click on the Submit Application button at the bottom of the page. As a result, the
Confirmation page is presented with the newly entered service request confirmed with an identification number for
reference. For more information about this function, see “Service Requests” on page 91.
This page contains a Request ID Number associated with the application. You will want to make a note of this
number (by printing or writing it down) so that you may check the status of your application at a future time. For this
function, refer to the instructions in “View Status of Application” on page 21.
Download Forms and Literature Link
This function contains links to the different Child Development Division forms and literature available for printing and
download. To access this function, click on the active link under the Become a Provider section named Download
Forms and Literature. As a result, the Forms and Literature page is displayed.
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The listed documents are available for download. All files are in Adobe PDF format, and will require the Adobe Reader
to view. Instructions to download the Adobe software appear on the page.
As you click on an active link of a form, the Adobe Reader is activated and the document is accessed. You may use the
menu items within Adobe to scroll through the pages and print if you wish.
View Status of Application
This function allows you to check the status of an application that you previously submitted electronically. To access
this function, click on the active link named View Status of Application. As a result, the Check Service Request
Status page is displayed.
Enter the Request ID Number in the field and click the Submit button. As a result, the Service Request Status
page is displayed with the status of the request.
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On-Line Applications
When you access this link, you are accessing the same page as described in “How to Become a Licensed or Registered
Child Care Provider” on page 9.
Licensing Forms & Documents
This function accesses the page where you may download forms and documents for printing.
Menu Options
At the top of the page, the following options are available by clicking on the corresponding item on the sub-nav bar.
Become a Provider Link
When you select this link, you are accessing the same page as described in “How to Become a Licensed or Registered
Child Care Provider” on page 9.
Resources Link
When you select this link, you are accessing the same page as described in “Resources” on page 126.
Contacts Link
When you select this link, you are accessing the same page as described in “Contact” on page 134.
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Professional Development
The Child Development Division offers a variety of grants to help providers enhance the quality of their programs,
facilities, or staff education. This section allows you to find out what's available and how to apply.
Available Grants
The Child Development Division manages several types of grants that are designed to have a positive impact on the
quality, availability and accessibility of child care in Vermont. Specific Grant Goals include:
•
To Build Supply of Early Childhood and School-Age Child Care
•
To Improve Quality of Vermont Early Childhood and School-age System
•
To Ensure Access to Affordable High Quality Early Childhood and School-Age Child Care
Child care programs and child care providers are the primary applicants and recipients of the grants listed on the Grants
page.
When you select this link under the Professional Development section, you will access the Grants page for grant
information.
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Professional Development
23
This page describes the grants that are available for submission to the Child Development Division.
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Professional Development
Applying for a Grant
In order to begin the grant application process, click on the active link named “Download Forms and Literature”. This
action allows you to locate the appropriate grant for completion.
Search Courses
This area allows you to find a list of courses and workshops available around the State through the use of the course
search options. When you select this link under the Professional Development section, you will access the page
which gives you the ability to search on courses.
Search and view details on state approved training courses. To access this function, click on the active link named
Course Search. As a result, the Search Courses page is displayed.
Use as many fields as known in order to limit the search results. The following search fields are available.
Course ID
If you know the Course ID Number, enter it here. This entry would give you the most direct connection to the entered
course.
Course Title
Enter the complete title or any part of the title of the course in this field.
Sponsor
Enter the sponsor’s last name in this field. If the sponsor is an organization, enter the name in this field.
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Areas of Knowledge
Select the value for this field by using the down arrow (
) next to the field. The following are the standard areas:
Child Development
Professional Development
Personal Development
Curriculum Development
Hour Type
Select the value for this field by using the down arrow (
) next to the field.
Clock Hours
Credit Hours
Search Type
Select one of the following from the drop-down list using the down arrow next to the each of the name fields (
restrict the search parameters:
) to
Exact Match
Starts With
Sounds Like
Contains
Once the information in as many appropriate search criteria fields as deemed beneficial, click on the Search button.
Course Search Results
Upon completion of the system search, the results are displayed in the Course Search Results table (page QU0078)
with the following information:
Course Title
Course ID
Sponsor
Hours
Hours Type
Course Status
Course - Sort By
The Course List may be sorted through the Sort By field on the top right corner of the table using the following options:
Course Title
Course ID
Sponsor
Hours
Hours Type
Course Status
Once a sort option has been selected, click on the Go button to the right of this field. The Course Search Results
table will be updated with the sorted values in place.
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Course Details
Once you have located an existing course using the Course Search function, you may view the details for the course
by clicking on the active link in the Course Title column. This action accesses the Course Details page for the
course selected.
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This page is divided into the following sections:
Course Details
Professional Development Areas
Course Calendar
Information for the Course
For each session the following information is presented.
Sponsor
The name of the person or organization that is sponsoring the course is displayed in this field.
Course Title
The name of course is displayed as the title.
Course ID
The identification number assigned by the system is contained in the Course ID field.
Hour
The number of credit hours is displayed in this field.
Hour Type
One of the following hour types will be displayed in this field:
Clock Hours
Credit Hours
Course Status
One of the following status values will be displayed in this field:
Active
Inactive
Description
A description of the course is displayed in this field.
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Articulation
This field contains additional information about the course.
Course - Professional Development Areas
A listing of the Professional Development Areas that have been assigned to the course is shown in this section.
Course Calendar Details
If the course has been associated with the course calendar, the following information is displayed.
Session Date
The date on which the session is being held is displayed in this field.
Start Time
The time of the course offering is the Start Time.
Contact Name
The name of the contact person associated with the course is displayed in this field.
Course Session Details Page
In order to view the details associated with a particular Course Calendar entry, click on the Details link at the end of the
row. As a result, the Course Session Details page is displayed.
The following information describes the session offering:
Session Completion Date
The date on which the session is being held is displayed in this field.
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Start Time
The time of the course offering is the Start Time.
Contact Name
The name of the contact person associated with the course is displayed in this field.
Contact Phone
The telephone number of the contact above is shown in this field.
Cost
The cost associated with the course is displayed in this field.
Scholarship
If there is a scholarship offering, the field will display a Yes value.
Funding
Identification of funding that may be used to pay for this course is displayed in this field.
Notes
Any notes that have entered as a description or special instructions for the course are displayed in this field.
Search Course Calendar
This area allows you to find a list of courses and workshops available around the State through the use of the course
search options. When you select this link under the Professional Development section, you will access the page
which gives you the ability to search on courses.
Search and view details on state approved training courses. To access this function, click on the active link named
Course Calendar. As a result, the Search Course Calendar page is displayed.
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Use as many fields as known in order to limit the search results. The following search fields are available.
Course ID
If you know the Course ID Number, enter it here. This entry would give you the most direct connection to the entered
course.
Course Title
Enter the complete title or any part of the title of the course in this field.
Sponsor
Enter the sponsor’s last name in this field. If the sponsor is an organization, enter the name in this field.
Areas of Knowledge
Select the value for this field by using the down arrow (
) next to the field. The following are the standard areas:
Child Development
Professional Development
Personal Development
Curriculum Development
Hour Type
Select the value for this field by using the down arrow (
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Clock Hours
Credit Hours
Location
Select the value for this field by using the down arrow (
) next to the field.
Course Status
Select the value for this field by using the down arrow (
) next to the field.
Active
Inactive
Session Start and End Dates
Enter the values for either or both of these fields to search for the session dates.
Search Type
Select one of the following from the drop-down list using the down arrow next to the each of the name fields (
restrict the search parameters:
) to
Exact Match
Starts With
Sounds Like
Contains
Once the information in as many appropriate search criteria fields as deemed beneficial, click on the Search button.
Course Calendar Search Results
Upon completion of the system search, the results are displayed in the Course Calendar Search Results table (page
QU0112) with the following information:
Course Title
Course ID
Sponsor
Hours
Hours Type
Course Status
Course - Sort By
The Course List may be sorted through the Sort By field on the top right corner of the table using the following options:
Course Title
Course ID
Sponsor
Hours
Hours Type
Course Status
Once a sort option has been selected, click on the Go button to the right of this field. The Course Calendar Search
Results table will be updated with the sorted values in place.
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Course Session Details
Once you have located an existing course using the Course Calendar Search function, you may view the details for
the course by clicking on the Details link in the Course Title row. This action accesses the Course Session
Details page for the course selected.
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This page is divided into the following sections:
Course Session Details
Areas of Knowledge
Session Information
Information for the Course
For each session the following information is presented.
Sponsor
The name of the person or organization that is sponsoring the course is displayed in this field.
Course Title
The name of course is displayed as the title.
Course ID
The identification number assigned by the system is contained in the Course ID field.
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Hour
The number of credit hours is displayed in this field.
Hour Type
One of the following hour types will be displayed in this field:
Clock Hours
Credit Hours
Course Status
One of the following status values will be displayed in this field:
Active
Inactive
Description
A description of the course is displayed in this field.
Articulation
This field contains additional information about the course.
Course – Areas of Knowledge
A listing of the Areas of Knowledge that have been assigned to the course is shown in this section.
Course Calendar Details
If the course has been associated with the course calendar, the following information is displayed.
Session Date
The date on which the session is being held is displayed in this field.
Start Time
The time of the course offering is the Start Time.
Contact Name
The name of the contact person associated with the course is displayed in this field.
Provider Login
If you have a provider account, you can access your account information online to submit attendance and track payment
information. Please login here to access your account information.
Child Care Worker/Credential User Login
If you have a quality or credentialing account with the Child Development Division, you can access your account
information online to track and maintain your training records and apply for professional development grants online.
Please login here to access your account information.
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Secured Provider Functions
Overview – Provider Functions
Some areas of the website require that you have a logon to access confidential information about your account. If you
have a provider account, you can access your account information online to submit attendance and track payment
information, as well as, update contact and business information as necessary. If you have a provider account, you can
access your account information online to submit attendance and track payment information. Please login here to access
your account information.
Logging into the System
Once the application is brought up in the browser, the System Login page (SC0001) is displayed.
On this page, enter the following:
Username
Enter your username in this field; being sure to use upper and lower case as appropriate.
Password
Enter your password by again using the appropriate case as you type.
Once the Username and Password is entered, click on the Login button to complete the access to the system.
First Time Logon (Providers)
Upon accessing the system for the first time, you will be required to change your password from the one assigned by the
CCSD staff. The Change Password page (SC0003) is presented for this purpose.
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On this page, enter the following:
Password
Enter the originally assigned password again by using the appropriate case as you type.
New Password
Enter your new password by using the appropriate case as you type.
Password
Enter the new password again as a confirmation by using the appropriate case as you type.
Once the Password has been entered in the fields, click on the Change Password button to complete the access to
the system.
User Access
When a login is created, the appropriate functionality is attached to it so that a user is able to access all functions that
have been predefined for him/her. The permissions granted are determined by the role of the user.
Any employees of a Provider would have to have their own logins to maintain their credentialing information.
Account Summary
Once a provider has logged into the system, the next page displayed is the Account Summary page (PM0227). From this
page, a provider can view and maintain information as described in the following sections. These functions allow
providers of child care services to have access to pertinent information as well as forms for completion that encompass
an array of Child Care-related services including Licensed Applications, Financial Management, Quality and
Credentials, and Licensing Enforcement.
This main page displays information that has been recorded for a provider account. The following sections appear:
Provider Information
License Information
Staff/Associated Parties
Account Options
The provider can locate the options through the use of the sub-nav bar at the top of the page or the Account Options
located at the bottom of the page.
Licensed Program Provider
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Registered Home Provider
Provider Information
At the top of the page, fields are presented about the basic information contained in a provider record.
Provider Case ID
As a provider is entered into the system, a case is created. This case is used to unite all the elements about a provider
together.
Provider Type
The type of provider is shown in this field. This field contains one of the following values:
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Licensed Facilities:
Early Childhood Program
Family Child Care
Non-Recurring Clientele
School Age Care
Registered
Legally Exempt Child Care
Location Address
The address where the facility is located is displayed in this field.
Provider Status
The Licensing Status of the provider is displayed in this field.
Last Site Visit
The date of the last site visit for the Provider is displayed in this field.
Next Site Visit
The date of the next scheduled site visit for the Provider is displayed in this field.
Latest Application
The date of the last application recorded for the provider is displayed in this field.
Application Status
The status of the last application recorded for the provider is displayed in this field.
License Management
The license information is listed in this area with the following information:
Certificate Number
Program Type
License Start/End Date
Capacity
Staff/Associated Parties
Each of the staff and associated party entries in this section contain the following information:
Name
Position
Start Date
Account Summary Options
The options in this section of the page include the following functions.
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Add Staff/Associated Party
Documents
File an Incident Report
License Application (Licensed Programs – Available prior to Licensing)
Non-Subsidized Enrollment
Notification of Closure
Notification of Unexcused Absences
Referral Agreement
Registered Family Child Care Home Application (Registered Home Providers - Available prior to
Licensing)
Service Requests
Variance Requests
Violation History
Add Staff/Associated Party
This functionality provides the capability for providers to enter online information regarding the hiring and departure of
child care staff at their site/facility. To create a new staff member entry, select Add Staff/Associated Party from the
Account Options at the bottom of the Account Summary page. As a result, the Add Staff/Associated Party
page (PM0120) is presented.
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Complete the details for the party on the Add Associated Party page (PM0120) as described below.
Last*, First and Middle Names and Suffix
Enter the name of the staff member in the appropriate name fields.
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Date of Birth*
Enter the date of birth using the following format MM/DD/YYYY.
Gender*
Select Female or Male by using the radio button next to the field (
).
Home Address
Enter the first line of the home address in this field.
Address Line 2
Enter the second line of the home address in this field.
Town
Select the name of the town by using the down arrow (
) next to the field.
City
Type the name of the city in this field.
State
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
Zip Code
Enter the zip code in this field using the format #####-####.
Mailing Address
Enter the first line of the Mailing Address in this field.
Mailing Address Line 2
Enter the second line of the Mailing Address in this field.
Town
Select the name of the town by using the down arrow (
) next to the field.
City
Type the name of the city in this field.
State
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
Zip Code
Enter the zip code in this field using the format #####-####.
Position Information (Licensed Programs)*
Enter the following information regarding the position held by the party by selecting the value using the down arrow ( )
next to the field:
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Aide
Applicant
Assistant
Cook
Director
Head Teacher
Initial Applicant
Janitor
Owner
Other
Substitute
Teacher
Transportation
Position Information (Registered Homes)*
Select the position by using the down arrow (
) next to the field.
Applicant/Provider
Care Provider/Household Member
Household Member
Other Care Provider
Start Date
Enter the starting date in this field.
End Date
Enter the ending date if appropriate in this field.
Submitting Associated Party Information
Once the information has been entered and reviewed, click on the Submit button at the bottom of the page. As a result,
the New Staff/Associated Party Submitted page (LI0273) is presented with the newly entered service request
confirmed with an identification number for reference. For more information about this function, see “Service Requests”
on page 91.
Documents
This function contains a listing of all documents that have been generated and an opportunity to view the documents for
a Provider. The function is accessed from the Account Summary page (PM0227) through the Account Option
item named Documents. By clicking on this option, the Documents page (PM0187) is displayed with the following
information:
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Document Date
Description
E-Mailed? Indicator
Created By
Details
In order to view details for a particular item, click on the View link at the end of the row containing the item. As a
result, the document is presented for viewing. This function also gives you an opportunity to print the letter if
appropriate.
File an Incident Report
This function provides a mechanism for providers to report incidents that must be reported by regulation. Incidents
include injured or missing children, among other things. The function is accessed from the Account Summary page
(PM0227) through the Account Option item named File an Incident Report. By clicking on this option, the
Create Incident Report page (LI0194) is displayed.
On this page, you will associate an incident with the selected Provider by completing the following fields.
Incident Type*
Select one of the following from the drop-down list using the down arrow next to the field (
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Child Injury
Missing or Abducted Child
Report of a Fire
Other
Incident Date*
Enter the date using the mm/dd/yyyy format in this field.
Incident Time*
Enter the time at which the incident occurred in this field using hh:mm AM/PM format.
Report Date*
Enter the date using the mm/dd/yyyy format on which the report is being submitted in this field.
Reporter*
Enter the name of the reporter in this field.
Witness
Enter the name of the witness in this field if one is available.
Incident Description*
Enter a description of the incident in the text box provided.
Child(ren) Involved
Enter the names of any child(ren) involved in the incident. Separate each name by a comma.
Upon completion of the above fields, click on the Submit button. This action results in the confirmation page for the
entry.
Grant Applications
This function allows you to view the information for a submitted grant or to create a new grant online. This option will
only be available after you have previously submitted an application in hard copy to the Child Development Division.
Click on the menu option to access the Grant Applications page (QU0116).
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The information for each grant is displayed in the table at the top of the page.
Application Identification Number
Type
Category
Status
Application Date
Received Date
Viewing Grant Details
You may view the details for a particular grant by clicking on the Details link at the end of the row. This action
accesses the Grant Application Summary page for the grant selected.
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The details on the Grant Application Summary page include the following:
Grant Application ID
The identification number associated with the grant application is displayed in this field.
Grant Type
The type of grant applied for is displayed in this field.
Category
The grant category that appeared on the application is displayed in this field.
Grant Status
The current status of the grant is displayed in this field.
Application Date
The date on which the application was entered is displayed in this field.
Date Received
The date on which the application was received is displayed in this field.
Grant Purpose
The purpose of the grant as it was entered on the application is displayed in this field.
Grant Budget
The grant budget as it was entered on the application is displayed in this field.
Agreement ID
If the grant has been awarded, an Agreement Identification Number is displayed in this field.
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Facility Enrollment and Funds
This section contains information about the number of children enrolled for each age category; and if the grant requested
is targeted to benefit specific age categories, the amount is shown for each of the following age categories:
Infant/Toddler
Preschool
School Age
Applying for a Grant Online
Access this function in the middle of the Grant Applications page (QU0116).
The first step in this process is to select one of the following types for the Grant by using the drop-down arrow next to
the Grant Type field.
Community Child Care Support Agencies
Facilities
Other
Professional Development
Program Expansion and Enhancement
Quality Improvement Initiatives
Special Needs
Transportation
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Once you have completed the fields on this page, click on the Apply Now button. This action displays the Grant
Application – Grant Request Information page (QU0118) on which the application is completed.
Completing the Application
The Grant Type that was previously selected is displayed at the top of the page in the Grant Type field. Complete the
following information as required:
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Grant Category
Select the value for this field by using the down arrow ( ) next to the field. These values will be discriminated for the
Grant Types; therefore, only the appropriate selections for the particular Grant Type will be available.
Accommodations
Building Bright Futures
Child Care Network Development – Center Based
Child Care Network Development – Family Based
Child Care Network Development – School Age Based
College Individual Tuition
College Purchased Classes
Consultation
Credential Achieved Bonus
Credential Seeking Bonus
Emergency Assistance – Program Stabilization
Facility Structural Enhancements
Infant Toddler Enhancement
Infant Toddler Startup and Expansion
Preschool Enhancement
Preschool Startup & Expansion
Protective Services/Family Support
Quality Recognition Achieved
Quality Recognition Seeking
Referral
Resource Development
School Age Enhancement
School Age Startup & Expansion
Specialized Training
Subsidy Eligibility Determination
Substitute Child Care Projects
Summer Programs
Transportation
Volunteer Reimbursement
Contact Name, Phone Number and E-mail Address
Complete this information for the contact person who should be associated with this grant.
Grant Purpose
This is a narrative explanation of the uses and benefits of the grant requested. Enter the purpose of the grant as it was
entered on the application in this field.
Grant Budget
The detail of items to be purchased or the expenditures to be incurred as a result of this Grant Application is captured in
this section. Enter the grant budget as it was entered on the application in this field.
Facility Enrollment and Funds Section
This section contains information about the number of children enrolled for each age category; and if the grant requested
is targeted to benefit specific age categories, the amount is captured for each of the following age categories.
Infant/Toddler
Preschool
School Age
Facility Enrollment
Enter the number of children enrolled in each Age Category in this field.
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Funds Requested
Enter the amount of funds requested for each Age Category in this field.
Total Funds Requested
Enter the total amount of funds requested for the grant in this field.
Submitting the Grant Application
Once you have completed the information in the above fields, click on the Submit Grant Application button in order
to finalize the grant application. This action results in the display of the Grant Application Submitted page (0005)
which displays the Application ID and a link to explain how to view the status of the grant.
Checking Status of a Grant
Click on the menu option to access the Grant Applications page (QU0116). This action results in the display of the
Grant Applications page (GR0008) which displays all grants that have been submitted for an organization.
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The information for each grant is displayed in the table at the top of the page.
Application Identification Number
Type
Category
Status
Application Date
Received Date
Received Date
For a newly entered application, the Received Date appears blank until a Child Development Division worker reviews
the application.
Grant Status
One of the following values for this field will be displayed.
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Pending
Submitted
Received
Awarded
Denied
Agreement Pending
License Application (Licensed Programs Only)
This option is only available online as an Account Option prior to the approval of a license. Access to this function
allows you to enter and update any information as described in the following areas.
Note: A logon and password has to be established by the CDD prior to accessing this function.
The function is accessed from the Account Summary page through the Account Option item named Licensed Program
Application. By clicking on this option, the License Application – Section 1 of 14 (Organization and Ownership) page is
displayed.
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Completion of Each Section
Upon completion of each section of the Application, the navigational buttons at the bottom of the page perform the
following functions:
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Save and Exit
Saves the information that was recorded on the page.
Next
As you complete the information in a section, you may proceed to the next section by clicking the Next button.
Back
If you want to review a previous section, you may access that section by clicking the Back button.
License Application – Section 1 of 14 (Organization and Ownership)
Complete the information as described in the following section.
Owner Type
Select Organization or Individual by using the radio button next to the field (
).
Type of Business
Select the type of business by using the down arrow (
) next to the field.
Corporation
Sole Proprietorship
Partnership
Organization or Last*, First* and Middle Names and Suffix
Enter the name of the provider in the appropriate name fields.
Non Profit Business*
Select either Yes or No by using the radio button next to the field (
).
EIN (Employer Identification Number)/SSN (Social Security Number)*
Enter the Employer Identification or Social Security Number for the owner.
Mailing Address*
Enter the first line of the Mailing Address in this field.
Mailing Address Line 2
Enter the second line of the Mailing Address in this field.
City
Type the name of the city in this field.
Town*
Select the name of the town by using the down arrow (
) next to the field.
State*
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
Zip Code*
Enter the zip code in this field using the format #####-####.
If the owner/operator is an individual, complete the following fields:
Date of Birth*
Enter the date of birth using the following format MM/DD/YYYY.
Gender*
Select Female or Male by using the radio button next to the field (
).
Previous License Applications (Lic. Programs)
This area includes the information regarding the owner’s application for license.
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Has applicant applied for a child care license, registration, or certificate from Vermont or
any other state within the last five years?*
Select either Yes or No by using the radio button next to the field (
complete the information for the following fields:
). If the answer to the above question is Yes,
Name of Child Care Facility or Family Child Care Registration applied for:
Enter the name of the facility under which the license of registration was applied for or granted.
Name of Agency Applied to:
Enter the name of the agency to which the request was made.
Which State?
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
License/Registration Outcome
Select the outcome by using the down arrow (
) next to the field.
Denied
Granted
Not Renewed
Revoked
Still in Force
Suspended
Withdrawn
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License Application – Section 2 of 14 (Applicant Information)
Complete the information in the following fields:
Last*, First* and Middle Names and Suffix
Enter the name of the provider in the appropriate name fields.
Date of Birth*
Enter the date of birth using the following format MM/DD/YYYY.
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Gender*
Select Female or Male by using the radio button next to the field (
).
Mailing Address*
Enter the first line of the Mailing Address in this field.
Mailing Address Line 2
Enter the second line of the Mailing Address in this field.
City
Type the name of the city in this field.
Town*
Select the name of the town by using the down arrow (
) next to the field.
State*
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
Zip Code*
Enter the zip code in this field using the format #####-####.
Daytime Phone Number*
Enter the daytime telephone number for contact in this field using the format ###-###-####.
Has applicant ever been convicted for a violation of any law or ordinance (except parking
violation)?
Select either Yes or No by using the radio button next to the field (
the Conviction Description field.
). If the answer to this question is Yes, complete
License Application – Section 3 of 14 (Tax Standing)
This section certifies that the applicant is in good standing with regard to payment of taxes, or is providing an alternate
certification.
Tax Standing Status*
Select one of the following by using the radio button next to the field (
).
In Good Standing
Not in Good Standing
Tax Standing Date
Enter the date in this field using the format MM/DD/YYYY.
If not in good standing, applicant wishes to:
Select one of the following by using the radio button next to the choice (
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Arrange with the Vermont Department of Taxes to bring owner into good standing.
Seek a determination from the Child Care Services Division that immediate payment would impose
an unreasonable hardship.
License Application – Section 4 of 14 (Child Support Obligations)
This section certifies that the applicant is in good standing with regard to payment of child support payments, or is
providing an alternate certification.
Child Support Obligation Status*
Select one of the following by using the radio button next to the field (
).
In Good Standing
Not in Good Standing
Child Support Date
Enter the date in this field using the format MM/DD/YYYY.
If not in good standing, applicant wishes to:
Select one of the following by using the radio button next to the choice (
).
Arrange with the Vermont Office of Child Support to bring owner into good standing.
Seek a determination from the Child Care Services Division that immediate payment would impose
an unreasonable hardship.
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License Application – Section 5 of 14 (Program Information)
This section contains program information about the licensed facility. Some of the information has been carried forward
from the entries made in the Initial Licensing Visit Request function. This information may be changed or added to if
appropriate. The information in this section becomes the Operating Profile for the Provider.
Program Applying for*
Select the name of the program by using the down arrow (
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Early Childhood Program
School Age Care
Non-Recurring Clientele
Family Child Care
Employer Supported Program?
Select either Yes or No for the selection by using the radio button next to the field (
).
School Exemption?
Select either Yes or No for the selection by using the radio button next to the field (
).
Exemption Date
Enter the date of the exemption using the format MM/DD/YYYY.
Program Capacity
Complete the information for the total capacity preferred for each of the following age categories:
Infant (6 wks to 23 months)
Toddler (24 to 35 months)
Preschool (3 yrs to 5 yrs)
School Age (5 yrs to 12 yrs)
Hours/Days of Operation
Program Start and End Times
Enter the starting and ending times by using the down arrow next to the field (
) to access the drop-down list.
Days of Operation
Complete the information for the days of operation by clicking in each box (
with a checkmark.
) next to the Day of the Week to mark
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
License Application – Section 6 of 14 (Program Director)
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Last*, First* and Middle Names and Suffix
Enter the name of the provider in the appropriate name fields.
Date of Birth*
Enter the date of birth using the following format MM/DD/YYYY.
Gender*
Select Female or Male by using the radio button next to the field (
).
License Application – Section 7 of 14 (Insurance)
This section captures the information with regard to insurance coverage.
Program Insured?
Select either Yes or No by using the radio button next to the field (
).
Policy Holder Name
Enter the name of the policy holder in this field.
Insurance Agency Name
Enter the name of the insurance agency in this field.
Policy Date
Enter the date of the policy using the format MM/DD/YYYY.
Policy Effective Date
Enter the effective date of the policy in this field using the date format MM/DD/YYYY.
Policy Expiration Date
Enter the expiration date of the policy in this field using the date format MM/DD/YYYY.
Policy Number
Enter the number that appears on the policy in this field.
Insurance Agency Address
Enter the first line of the Mailing Address in this field.
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Mailing Address Line 2
Enter the second line of the Mailing Address in this field.
City
Type the name of the city in this field.
Town
Select the name of the town by using the down arrow (
) next to the field.
State
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
Zip Code
Enter the zip code in this field using the format #####-####.
License Application – Section 8 of 14 (Interior Space)
This section captures the description of the Interior space to be used by the child care program. Complete the
information for each of the following areas: Basement; First Floor, Second Floor and Third Floor and Above.
Complete Description
Select either Yes or No by using the radio button next to the field (
).
Room Size
Enter the size of the room by using a numeric value for the square foot measurement.
Room – Planned Use
Enter a brief description of the room’s usage.
Exits – Physical Location
Enter a description that gives details of the location of the exit.
Number of Lavatories
Enter a numeric value for the number of bathrooms on each level.
Number of Toilets
Enter a numeric value for the number of toilets on each level.
License Application – Section 9 of 14 (Outdoor Space)
This section contains a description of the outside play space to be used by the child care program. Complete the
information for each of the following areas:
Play Area Size
List the size of the outside play area in square feet.
Barrier Description
The outside play area must be fenced or otherwise protected from traffic and other hazards. Enter the description of the
fence or other barrier, which is present to protect children from hazards.
Cushion Description
Sufficient cushioning material must be in place under any equipment that allows a child to achieve a height of over 30”.
Enter the description of the type and depth of cushioning material in place.
Equipment Description
Climbing equipment and swings must be securely anchored to the ground. List each swing/piece of climbing equipment
and indicate if it is anchored to the ground.
Hazard Description
Describe any hazards; including roads, bodies of water or other conditions which could be hazardous to children, which
are located near the outside play area.
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Shade Description
The outside play area must include provision for shade. Enter the description of the area where shade will be provided.
License Application – Section 10 of 14 (Zoning)
This section records that the applicant is in good standing with regard to municipal zoning.
Zoning Approval Required?
Select either Yes or No by using the radio button next to the field (
).
Zoning Permit Date
Enter the date of the zoning permit using the format MM/DD/YYYY.
If zoning approval is not required, indicate below any related information such as who
the applicant spoke with and when to find out zoning approval is not required.
Enter a brief description of the details for the above statement.
License Application – Section 11 of 14 (Fire Prevention)
This section documents the information and the outcome of an inspection completed by the Department of Labor and
Industry.
Building Name
Type in the name of the building in which the licensed program is located.
Site Number
Enter the site number provided by the Fire Marshal.
Fire Marshal
Enter the name of the fire marshal who performed the inspection.
Hazard Index
Enter the number for the value given as the Hazard Index for the space.
Inspection Date
Enter the date of the inspection in this field.
Number of Children
Enter the number of children listed for the inspection.
Number of Staff
Enter the number of staff listed for the inspection.
Occupancy Granted?
Select either Yes or No by using the radio button next to the field (
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Occupancy by Floor
Enter the numbers associated with each floor of occupancy.
Owner’s Name
Enter the building owner’s name in this field.
Owner’s Address
Enter the first line of the Mailing Address in this field.
Address Line 2
Enter the second line of the Mailing Address in this field.
City
Type the name of the city in this field.
Town
Select the name of the town by using the down arrow (
) next to the field.
State
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
Zip Code
Enter the zip code in this field using the format #####-####.
License Application – Section 12 of 14 (Water and Wastewater)
This section records the certification that the applicant is in good standing with regard to the Permit/Approval for Water
and Wastewater Management from the Agency of Natural Resources.
Wastewater Management Permit
Select either Yes or No by using the radio button next to the field (
).
Evaluation Date
Enter the date of the evaluation in this field.
Permit/Approval Date
Enter the date for the permit or approval in this field.
Permit Number
Enter the number of the permit on the form in this field.
Number of Children
Enter the number of children listed for the inspection.
Ages of Children
Enter the ages of the children in the facility.
License Application – Section 13 of 14 (Asbestos)
Prior to initial licensure of an existing building an assessment shall be performed by a person certified by the Vermont
Department of Health to determine (1) If Asbestos Containing Material (ACM) is present and (2) if ACM is present, to
ascertain the condition of such material. This section documents that the applicant's structure is asbestos-free or if
asbestos present, it has been removed or encapsulated.
Asbestos Assessment Determination
Select either Yes or No by using the radio button next to the field (
).
Assessment Date
Enter the date of the assessment in this field.
Assessment Description/Summary
Enter the description of the assessment for the asbestos condition.
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License Application – Section 14 of 14 (Lead)
Vermont Act 165 requires that all licensed buildings built before 1978 be either:
•
Certified lead-free by a qualified person, or
•
Have Essential Maintenance Practices performed on a yearly basis by a trained person.
This section records that the applicant's structure is lead-free or if lead is present, it has been removed or treated.
Year of Building Construction
Enter the year for the building construction.
Lead Inspection Outcome
Select either Yes or No by using the radio button next to the field (
).
Essential Maintenance Practices Date
Enter the date for which Essential Maintenance Practices were performed in all areas of the facility to which children
have access.
Essential Maintenance Practices Outcome
Select the outcome by using the down arrow (
) next to the field:
Complete
Not Complete
Not Applicable - (This answer would be for a building built after 1977 or certified lead-free)
Affidavit Date
Enter the Affidavit date.
Submitting the Application
Once you have completed all sections of the application, the next step is to submit the application to the Child
Development Division for approval. At the conclusion of Section 14, click the Next button to access the License
Application Section Menu.
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Statements of Understanding and Verification*
Once the information has been reviewed, click on the box next to the Understanding Statement at the bottom of the
page to electronically sign the application.
Submitting the Licensed Program Application
Once all information is correct, click on the Submit Application button at the bottom of the page. As a result, the
Confirmation page is presented with the newly entered service request confirmed with an identification number for
reference. For more information about this function, see “Service Requests” on page 91.
Non-Subsidized Enrollment
This functionality allows providers the capability to record and track those children in their care who are non-subsidy
enrollments. This object supports the documentation of the enrollments of children who do not receive child care
subsidy. For providers participating in subsidy and performing electronic attendance for subsidy clients, a link to the
non-subsidized enrollment process will be provided on the Provider Portal from the Attendance function. Subsidy
providers using paper attendance for their subsidy clients will receive the non-subsidy enrollment forms at the same time
as their attendance forms. Providers not serving any subsidized children will be given the option to obtain a login for
this purpose or to receive paper non-subsidized enrollment forms. These forms will be distributed monthly.
The function is accessed from the Account Summary page (PM0227) through the Account Option item named
Non-Subsidized Enrollment. By clicking on this option, the Current Non-Subsidized Enrollment page
(PM0171) is displayed with the following information:
Initials
Date of Birth
Gender
Town of Residence
Enrollment Start Date
Enrollment End Date
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New Non-Subsidized Enrollment Entry
The function is accessed through the Other Option item named New Non-Subsidized Enrollment Entry. By
clicking on this option, the New Non-Subsidized Enrollment page (PM0178) is displayed for entry.
Enter the following information as described below.
Initials
Enter the initials of the child being enrolled in this field.
DOB (Date of Birth)
Enter the date of birth using the following format MM/DD/YYYY.
Gender
Select Female or Male by using the radio button next to the field (
).
Town of Residence
Select the name of the town by using the down arrow (
) next to the field.
Enrollment Start Date
Enter the date for the start of the enrollment in this field.
Enrollment End Date
Enter the date for the end of the enrollment in this field, if appropriate.
Canceling the Enrollment Entry
To cancel the entry, click on the Cancel button. You will be returned to the Current Non-Subsidized Enrollment
page (PM0171) with no changes made.
Saving the Child Enrollment Updates
Once the new information has been entered, click on the Submit button in order to save the changes. You will be
returned to the Current Non-Subsidized Enrollment page (PM0171) with the entry appearing in the table.
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Edit an Enrollment Entry
This function would be used to make changes to or to end an enrollment. Click on the active Edit link at the end of the
row for which you would like to make changes. As a result, the Edit Non-Subsidized Enrollment Entry page
(PM0164) is displayed for editing.
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Change any information on this page. You may also end the enrollment by entering the Enrollment End Date. Once
you have completed the changes, click on the Submit button. As a result, you will be returned to the Current NonSubsidized Enrollment page (PM0171) with the changed entry appearing in the table if you have not ended the
enrollment. If you have ended the enrollment, the entry may be found by using the View Enrollment Ended Entries
function as described in the next section.
View Enrollment Ended Entries
This function would be used to view any enrollments which have ended. The function is accessed through the Other
Option item named View Enrollment Ended Entries. By clicking on this option, the Non-Subsidized
Enrollment – Enrollment Ended page (PM0177) is displayed with the following information:
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Initials
Date of Birth
Gender
Town of Residence
Enrollment Start Date
Enrollment End Date
Notification of Closure
This functionality will allow providers to notify the CCSD online that they will no longer be providers of child care
services in the State of Vermont. The function is accessed from the Account Summary page (PM0227) through the
Account Option item named Notification of Closure. By clicking on this option, the Notification of Closure
page (LI0280) is displayed.
Complete the information in the text box on this page and click on the Submit button. Upon submission, a confirmation
page is displayed to confirm submission and to provide information about the account.
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Notification of Unexcused Absences
This form is used to notify Child Development Division of Unexcused Absences of Protective Services Children. The
function is accessed from the Account Summary page (PM0227) through the Account Option item named
Notification of Unexcused Absences. By clicking on this option, the Notification of Unexcused Absences
page (PM0269) is displayed.
Please enter any pertinent information about the absence(s), including child information and dates absent. When done,
click on the Submit button. Upon submission, a confirmation page is displayed to confirm submission and provide
information regarding the entries.
Referral Agreement
This object allows for the recording of additional optional information to be captured for provider participating in the
referral process. The data will be utilized in the Child Care Search function. In order for a provider to be returned in the
search results for referrals, an agreement must be completed and the provider participation status must be Active.
Select the menu option Referral Agreement under Account Options. As a result, the Provider Referral
Agreement page (PM0159) is displayed.
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This page presents the following information:
Referral Status
The status will be either Active for a participating provider or Inactive for a non-participating provider.
Last Updated
The date in this field represents when the referral agreement was last updated.
Notes
Any notes pertaining to the referral agreement will be displayed in this area.
Completing the Referral Agreement
The Referral Agreement is completed by choosing each of the menu options presented in the Referral Agreement
Section Menu. These items represent all areas that the provider completes for the referral process. These items are
used to produce the matches that occur during the client referral process.
Additional Fees
Program Information
Provider Schedule and Services
Vacancy and Capacity
Update Referral Status
Select each item to record the particulars about the agreement area. As each section is completed, return to the Referral
Agreement Section Menu by clicking on the Referral Agreement Section Menu button.
Update Referral Status
The first step in creating a new referral agreement for a provider who has never had an agreement in the past is to change
the status from Inactive to Active. By doing so, the information that has been captured in the Licensing process will be
populated in the appropriate fields as they are described in the following sections of the referral agreement.
This copy feature only works for the initial agreement. Any changes made as you are recording the referral agreement
information will be maintained in the referral area only. No changes will overwrite the Licensing information. In
addition, subsequent changes in licensing information will not automatically change the referral agreement.
This function maintains the Referral Participant Status for the Provider. By selecting this menu option, the Change
Referral Participant Status page (PM0152) is displayed.
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Referral Status
The current Referral Status value is displayed when first accessing this page. Select the new value by using the radio
button next to the field ( ).
Active
Inactive
Saving the Provider Referral Status Entry
Once you have entered the above information for the provider program, save the information by clicking on the Submit
button at the bottom of the page. As a result, you will be returned to the Provider Referral Agreement page (PM0147)
with the new status appearing in the Referral Status field.
Canceling the Provider Referral Status Entry
If you do not want to complete the eligibility process at the present time, click on the Cancel button. You will be
returned to the Provider Referral Agreement page (PM0147) with no changes made in the Referral Status field.
Additional Fees
This element maintains information about any additional fees that a provider charges. By selecting this menu option, the
Referral Agreement – Additional Fees page (PM0149) is displayed.
The information on this page contains the following:
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Fee Type
Frequency of Fee
Fee Amount
Add Additional Fee
In order to add additional fees for the provider, click on the Add Additional Fee button. As a result, the Referral
Agreement – Add Additional Fees page (PM0155) is displayed.
Complete the following fields:
Fee Type*
Select the value for the Fee by using the down arrow (
) next to the field.
Activities
Craft Fees
Deposit
Document
Field Trip
Materials
Registration
Scholarship
Training
Frequency of Fee*
Select the value for the frequency of the fee by using the down arrow (
) next to the field.
By Event
Monthly
One-Time
Yearly
Fee Amount*
Enter the amount for the fee in this field by using the format $$.¢¢.
Saving the Additional Fee Entry
Once you have entered the additional fee information, save the information by clicking on the Submit button at the
bottom of the page. As a result, you will be returned to the Referral Agreement – Additional Fees page (PM0149)
with the new entry appearing as a row in the table.
Canceling the Additional Fee Entry
If you do not want to complete the eligibility process at the present time, click on the Cancel button. You will be
returned to the Referral Agreement – Additional Fees page (PM0149) with no changes made.
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Deleting an Additional Fee Entry
If any of the items in the list should be removed, you may do so by clicking on the Delete link at the end of the row. As
a result, the item no longer appears in the table.
Program Information
This information contains basic information concerning the provider's business such as vacancies, curriculum,
environment and program participation. By selecting this menu option, the Referral Agreement – Program
Information page (PM0161) is displayed.
This page contains any previously entered information about the provider’s program.
Update Program Information
In order to update the program information for the provider, click on the Update Information button. As a result, the
Referral Agreement – Update Program Information page (PM0158) is displayed. This page contains the
following fields which may be updated as necessary.
Curriculum
This field contains information about the curriculum offered by the provider. Select the value for this field by using the
down arrow ( ) next to the field.
Montessori
Waldorf
Guidance*
A description of the provider's guidance policies as contained in their Philosophy Statement. It should include the
methods of guidance the provider will use to encourage children's self control, respect, and cooperation.
Program*
A description a typical daily routine planned for children in the provider's care as contained in his/her Philosophy
Statement. It should include times for indoor/outdoor activities, naps, snacks, meals, and so forth.
Supervision*
A description of the provider's supervision policies as contained in their Philosophy Statement. It should describe where
and upon what the children in care will rest or sleep as well as where children will play outdoors and how supervision
practices will be met. Supervision practices will differ for age groups.
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Ages Willing to Serve*
This section identifies the ages for which a provider is willing to care for children. In order to include an item for the age
category, click on the ( ) next to the value for the age. To uncheck a selection, just click in the box again to remove it.
Infant
Toddler
Preschool
School Age
Program Participation
This area shows the programs in which the provider participates. In order to include an item for this category, click on
the ( ) next to the value for the program participation. To uncheck a selection, just click in the box again to remove it.
Food Program
Head Start
Pre-K Program
Provider Service
These provider services have been included for the referral process. In order to include an item for this category, click
on the ( ) next to the value for the provider service. To uncheck a selection, just click in the box again to remove it.
Drop-In
Holiday Care
Provider Service Rate
If the provider provides a service in the above field, the amount charged for a provider service is entered in this field.
Non-Profit*
Select either Yes or No by using the radio button next to the field (
Application, the value will be displayed here.
). If this field has been recorded on the License
Religious Activity*
This indicator denotes whether the provider makes available religious activities. Select either Yes or No by using the
radio button next to the field ( ).
Sibling Discount*
This indicates whether the provider rates are reduced for siblings. Select either Yes or No by using the radio button next
to the field ( ).
Subsidy Provider*
This field indicates whether the provider is willing to serve subsidized clients. Select either Yes or No by using the
radio button next to the field ( ).
Environment
This information pertains to the physical characteristics of a provider site.
Area Description
This identifies the information about a provider's physical area. In order to include an item for this category, click on the
( ) next to the value for the description. To uncheck a selection, just click in the box again to remove it.
Fenced Yard
Smoke Free
Building Type/Settings
This information describes the physical attributes of a building or setting. Select the value for this field by using the
down arrow ( ) next to the field.
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Apartment
House
Mobile Home
Non-Residential
Workplace-Based
Pets
Identify any pets in the provider setting by clicking on the (
just click in the box again to remove it.
) next to the value for the pet. To uncheck a selection,
Dog
Cat
Other Furry Animal
Other Non-Furry Animal
Saving the Program Information Entries
Once you have entered the above information for the provider program, save the information by clicking on the Submit
button at the bottom of the page. As a result, you will be returned to the Referral Agreement – Program
Information page (PM0161) with the new information appearing in the appropriate fields.
Canceling the Program Information Entries
If you do not want to complete the eligibility process at the present time, click on the Cancel button. You will be
returned to the Referral Agreement – Program Information page (PM0161) with no changes made.
Provider Schedule and Services
This function maintains information about the schedules and services identified by a provider for referral purposes. By
selecting this menu option, the Referral Agreement – Provider Schedule and Services page (PM0160) is
displayed.
This page contains any previously entered information about the provider’s schedule and services.
Update Schedule Information
In order to update the program information for the provider, click on the Update Information button. As a result, the
Referral Agreement – Update Provider Schedule and Services page (PM0150) is displayed. This page
contains the following fields which may be updated as necessary.
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Scheduling Comments
Enter any comments that pertain to schedule in this text box. When entering comments, be conscience of spelling and
punctuation, as these comments will be included in the printed Referral Document.
Special Schedule
Select the value for this field by using the down arrow (
) next to the field.
In-Service Days
School Year Only
Summer Only
Type of Care
In order to include an item for this category, click on the (
selection, just click in the box again to remove it.
After School
Before School
Before and After School
Daytime
Drop-in Care
Emergency Care
) next to the value for the type of care. To uncheck a
Full-Time
Kindergarten
Part-Time
Second Shift
Third Shift
Weekends
Usual Program Start and End Times
Enter the starting and ending times by using the down arrow next to the field (
) to access the drop-down list.
Days of Operation
Complete the information for the days of operation by clicking in each box (
with a checkmark.
) next to the Day of the Week to mark
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Program Meals
In order to include an item for this category, click on the (
selection, just click in the box again to remove it.
) next to the value for the meal information. To uncheck a
Allergy Awareness
Special Diets
Meals or Snacks Served*
Select one or more of the following options by clicking in the checkbox next to the field (
).
•
The program intends to provide snacks only
•
The program intends to serve snacks and meals provided by each child's parent
•
The program intends to prepare and serve snacks and meals on premises
•
The program intends to have meals prepared off premises and delivered to program
•
Other
Languages Supported
In order to include an item for this category, click on the (
selection, just click in the box again to remove it.
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American Sign Language
Bosnian
Chinese
English
French
Somalian
Spanish
Vietnamese
Transportation
In order to include an item for this category, click on the ( ) next to the value for the transportation selection. To
uncheck a selection, just click in the box again to remove it.
School Bus Route
City Bus Route
From Home
To Home
From School
To School
Schools Served
Select as many schools for this field as appropriate. In order to select multiples, hold down the CTRL key as you use
your left mouse button to highlight and click on the selection.
Saving the Provider Schedule and Services
Once you have entered the above information for the provider program, save the information by clicking on the Submit
button at the bottom of the page. As a result, you will be returned to the Referral Agreement – Provider Schedule
and Services page (PM0160) with the new information appearing in the appropriate fields.
Canceling the Provider Schedule and Services
If you do not want to complete the eligibility process at the present time, click on the Cancel button. You will be
returned to the Referral Agreement – Provider Schedule and Services page (PM0160) with no changes made.
Provider Vacancy and Capacity
This function maintains information about the vacancies and capacities identified by a provider for referral purposes. By
selecting this menu option, the Referral Agreement – Vacancy and Capacity page (PM0147) is displayed.
This page contains any previously entered information about the provider’s capacity and vacancies. The capacity
information has been carried forward from the Provider’s Operating Profile. The vacancies have been entered by the
provider.
Update Vacancy and Capacity Information
In order to update the program information for the provider, click on the Update Information button. As a result, the
Referral Agreement – Update Vacancy and Capacity page (PM0157) is displayed.
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This page contains a Capacity and a Vacancy value for each of the following fields which may be updated as
necessary:
Infant
Toddler
Pre-School
School-Age
Saving the Vacancy and Capacity Entries
Once you have entered the above information for the provider program, save the information by clicking on the Submit
button at the bottom of the page. As a result, you will be returned to the Referral Agreement – Provider Vacancy
and Capacity page (PM0147) with the new information appearing in the appropriate fields.
Canceling the Vacancy and Capacity Entries
If you do not want to complete the eligibility process at the present time, click on the Cancel button. You will be
returned to the Referral Agreement – Provider Vacancy and Capacity page (PM0147) with no changes made.
Registered Family Child Care Home Application (Registered Providers
Only)
This option is only available online as an Account Option prior to the approval of a license. By selecting this menu
option from the Account Summary page, you will access the application for the Registered Home. Complete the
application as described in the following section.
Completion of Each Section of the Registered Home Application
Upon completion of each section of the Application, the navigational buttons at the bottom of the page perform the
following functions:
Save and Exit
Saves the information that was recorded on the page.
Next
As you complete the information in a section, you may proceed to the next section by clicking the Next button.
Back
If you want to review a previous section, you may access that section by clicking the Back button.
Complete each section of the application as described in the following sections.
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Part 1 of 9: Applicant Information
Application Date
The date in this field has been carried forward from the Applicant Information previously recorded. It may be changed if
necessary.
Previous License Applications Information
This area includes the information regarding the owner’s application for license.
Has applicant applied for a child care license, registration, or certificate from Vermont or
any other state within the last five years?*
Select either Yes or No by using the radio button next to the field (
complete the information for the following fields:
). If the answer to the above question is Yes,
Which State?
Select the name of the state by using the down arrow (
) next to the field.
License/Registration Outcome
Select the outcome by using the down arrow (
) next to the field.
Denied
Granted
Not Renewed
Revoked
Still in Force
Suspended
Withdrawn
Applicant Information
Complete the following information about the applicant.
Has applicant ever been convicted for a violation of any law or ordinance (except parking
violation)?
Select either Yes or No by using the radio button next to the field (
complete the information for the following fields:
). If the answer to the above question is Yes,
Conviction Description
Enter a description for the conviction in this notes field if the answer to the previous question is Yes.
Signature Present?
Select either Yes or No by using the radio button next to the field (
).
Signature Date
Enter the date in this field using the format MM/DD/YYYY.
Electronic Participation Information
Complete the following information about the applicant’s electronic information.
Web Site Address
Enter the URL for the provider’s web site.
Electronic Participation*
Select either Yes or No for the selection by using the radio button next to the field (
following two fields are required if provider elects to participate electronically.
). If this answer is Yes, the
Participation Request Date
Enter the date on which electronic participation is requested.
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E-mail Address
Enter the complete e-mail address for the provider.
Part 2 of 9: Home
This section contains information about the physical structure where children will be receiving child care services.
Applicant’s Home Is*
Select one of the following by using the radio button next to the field (
):
Owned
Rented
If renting, does applicant have the approval of their landlord to provide child care in this
apartment or house?
Select either Yes or No by using the radio button next to the field (
).
Number of Floors
Enter the number of floors using a number only.
Year of Building Construction*
Enter the year using the format YYYY.
Directions to Site from Waterbury*
Enter information in the text box to describe the directions using as much text as needed.
Description of House/Building
Enter information in the text box to describe the building using as much text as needed.
Part 3 of 9: People Currently Living in Applicant’s Home
This section contains information about the people living in the home where children will be receiving child care
services.
To add people to the application, click on the Add Person link at the top of the People Currently Living in
Applicant’s Home table. As a result, the Add Person page shown below is accessed.
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Complete the information in the following fields:
Last*, First* and Middle Name
The name will be carried forward from the entry made on the search page or due to the selection of the Use Selected
function. If the name is carried forward by using the function Create New Party, you may change the name of the
provider in the appropriate name fields.
Gender*
Select Female or Male by using the radio button next to the field (
).
Date of Birth*
Enter the date of birth using the following format MM/DD/YYYY.
Person Type*
Select the type by using the down arrow (
) next to the field.
Care Provider/Household Member
Other Care Provider
Relationship to Applicant*
Select the relationship by using the down arrow (
Parent of
Child of
Employee of
Employer of
Adopted Child
Adopted Parent
Aunt/Uncle
Biological Child
Biological Parent
Cousin
Employee of
Employer of
Foster Child
) next to the field.
Foster Parent
Grand/Great Grandchild
Grand/Great Grandparent
Legal Guardian
Niece/Nephew
None (Not Related)
Other Related
Parent of
Sibling
Spouse
Stepparent
Ward
When you have completed the fields, click on the Continue button. The newly entered person now appears in the
People Currently Living in Applicant’s Home table.
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Part 4 of 9: Heating Inspection System
This section contains the information that certifies that the applicant's heating system is properly installed and operating
safely.
Date of Inspection*
Enter the date of inspection in this field using the format MM/DD/YYYY.
Name of Qualified Inspector*
Enter the name of the inspector in this field.
Firm Name*
Enter the name of the company responsible for the inspection.
Heating System(s) and chimney(s) being used are installed properly and operating
safely.*
Select either Yes or No by using the radio button next to the field (
).
Recommendations
Enter text that describes the recommendation for the heating system operation.
Applicant Certification*
Select one of the following choices by using the radio button next to the field (
):
All recommendations regarding proper installation and safe operation have been completed.
No recommendations were made regarding proper installation and safe operation.
Signed Certification*
Select either Yes or No by using the radio button next to the field (
).
Date Signed
Enter the signature date in this field.
Part 5 of 9: Lead Exposure Assessment
This section documents the certification that the applicant's structure is lead-free or if lead is present, it has been
removed or treated.
Select either Yes or No by using the radio button next to each of the following required fields (
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Has any resident of the home ever been treated for lead poisoning?*
Does any resident have a job or hobby that involves exposure to lead?*
Is the applicant planning to renovate the home in the next year?*
Is the applicant planning to paint the interior or exterior of the home in the next 12 months?*
Do children play on an exterior porch?*
Is the outdoor play area within 6 feet of the foundation of the home?*
Part 6 of 9: Exits
This section contains the information about the levels of the applicant's home where children receive care and
descriptions about the two (2) exits per level. Select the levels of the home where children receiving care will be allowed
by marking the ( ) next to the field with a check. For each area selected, describe the exits (at least two (2) in each
area) that meet Section V.19 regulations. Additional requirements may apply if children receiving child care are allowed
on the third floor or above. Complete the information for Exit 1 and Exit 2.
Basement
First Floor
Second Floor
Third Floor or above
Part 7 of 9: Tax Standing
This section provides certification that the applicant is in good standing with regard to payment of taxes, or is providing
an alternate certification.
Tax Standing Status*
Select one of the following by using the radio button next to the field (
).
In Good Standing
Not in Good Standing
Tax Standing Date
Enter the date in this field using the format MM/DD/YYYY.
If not in good standing, applicant wishes to:
Select one of the following by using the radio button next to the choice (
).
Arrange with the Vermont Department of Taxes to bring owner into good standing.
Seek a determination from the Child Care Services Division that immediate payment would impose
an unreasonable hardship.
Part 8 of 9: Child Support
This section certifies that the applicant is in good standing with regard to payment of child support payments, or is
providing an alternate certification.
Child Support Obligation Status*
Select one of the following by using the radio button next to the field (
).
In Good Standing
Not in Good Standing
Child Support Status Date
Enter the date in this field using the format MM/DD/YYYY.
If not in good standing, applicant wishes to:
Select one of the following by using the radio button next to the choice (
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Arrange with the Vermont Department of Taxes to bring owner into good standing.
Seek a determination from the Child Care Services Division that immediate payment would impose
an unreasonable hardship.
Part 9 of 9: Program Information
This section contains information about the age-appropriate daily routines, levels of supervision and guidance for
children receiving care in the proposed Registrant's home. Enter a brief description in the corresponding text box for
each of the following areas:
Program*
Supervision*
Guidance*
Application Menu
On this page place a checkmark next to the certification statement at the bottom of the page.
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Click on the Submit button to complete the process. Upon submission, the following confirmation page is displayed
with the newly entered service request confirmed with an identification number for reference. For more information
about this function, see “Service Requests” on page 91.
Service Requests – Account Option
The function is accessed from the Account Summary page (PM0227) through the Account Option item named
Service Requests. By clicking on this option, the Service Requests page (PM0337) is displayed with the
following information:
Date Submitted
Request ID
Request Type
Status
Details
In order to view details for a particular item, click on the Details link at the end of the row containing the item. As a
result, the Service Request Details page (CO0339) is presented for viewing with the following information.
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Request Type
Request ID
Date Submitted
Assigned Caseworker
Assigned Group
Status
Status Reason
Status Notes
Variance Requests
The Variance Request supports the documentation in the system of a request for variance which may result from a record
check finding; a provider complaint, or a licensing issue. In order to access this function, select the Variance
Requests option under Provider Options at the bottom of the Account Summary page (PM0083). As a result,
the Variance Requests page (LI0267) is displayed.
The Variance Requests that have already been entered for a Provider are displayed in a table with the following
information:
Date Received
Request ID
Requested By
Regulation
Reference ID Number
Outcome
File a New Variance Request
Once you have clicked on the File a New Variance Request button on the Variance Requests page, the Record
Variance Request page (LI0278) is displayed.
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Enter the following information to process a request for the Provider.
Reference ID
The Reference ID is given to the Provider in the Record Check Outcome letter, and can be entered in this field.
Regulation Number*
Type in the Regulation Number associated with the request exactly as it appears in the Regulations.
Variance Request Questions
Complete the questions on the form in the textboxes.
Supporting Documentation
Please describe any such documentation that you will be submitting in the text box below.
Once you have entered the information, click on the Submit button to complete the process. Upon submission, the
confirmation page is displayed with the newly entered service request confirmed with an identification number for
reference. For more information about this function, see “Service Requests” on page 91.
Violation History
This functionality allows for association of Terms and Conditions to a particular License. These restrictions may be
identified at any time during the license application, reapplication process, or any time during a Licensing case, and are
printed on the License (or Certificate) form. These items can be viewed by selecting the Account Summary menu
option Violations and Restrictions. As a result, the Violations and Restrictions page (PM0226) is presented.
On this page, the following information is presented.
Violations
The table contains the following information:
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Regulation Number
Regulation Text
Finding Date
Due Date
Complete Date
Status
Status Date
Terms and Conditions
The table contains the following information:
Type
Restriction
Finding Date
Due Date
Complete Date
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Provider Demographics
Provider Demographics Overview
Demographic details for an organization are presented for viewing on the Provider Demographics page (CM0106).
To access this page, select Provider Demographics on the sub-nav bar at the top of the page. As a result, the
Provider Demographics page as shown below is displayed.
The Contact Information on the party record is divided into the following sections:
Addresses
Contact Phones
Electronic Contact Information
Addresses
The information maintained for addresses has been entered throughout the system functions and is displayed on the
person record. A table is presented which contains which contains the most current of the entries for the person
categorized by type.
Type
The type identifies an address by one of the following values:
Home/Location Address
Mailing Address
Street Address
The physical address is displayed as the Street Address along with the following:
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City
State
Zip Code
Update Address
In order to update an address entry, select the Update link at the end of the row that you wish to change. As a result of
this action, the Edit Address page is presented for edits.
On this page, the Address type is brought forward from the previous page. Enter the information in the following fields
as needed.
Address Line 1
Enter the first line of the address in this field.
Address Line 2
Enter the second line of the address in this field.
Town
Select the name of the town by using the down arrow (
) next to the field.
City
Type the name of the city in this field.
State
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
Zip Code
Enter the zip code in this field using the format #####-####.
Submitting the Address Updates
Once the information has been entered and reviewed, click on the Save Updates button at the bottom of the page. As
a result, the Provider Demographics page (CM0106) is presented with the updated information.
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Contact Phones
The information maintained for contact information has been entered throughout the system functions and is displayed
on the person record. A table is presented which contains the most current of the entries for the person categorized by
Type.
Type
The type identifies a contact by one of the following values:
Contact Number
Alternate Contact Number
Fax
Data
The contact data contains the information about the type of the contact entered.
Comments
This field contains any additional comments that should be associated with the contact; i.e., calling times, message
instructions, etc.
Edit Contact Phones
In order to update a phone entry, select the Update link at the end of the row that you wish to change. As a result of this
action, the Edit Contact Number page is presented for edits.
On this page, the Contact Number type is brought forward from the previous page. Enter the information in the
following fields as needed.
Data
The contact data contains the information about the type of the contact entered.
Comments
This field contains any additional comments that should be associated with the contact; i.e., calling times, message
instructions, etc.
Submitting the Contact Number Updates
Once the information has been entered and reviewed, click on the Save Updates button at the bottom of the page. As
a result, the Provider Demographics page (CM0106) is presented with the updated information.
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Electronic Contact Information
The information maintained for electronic contact information has been entered throughout the system functions and is
displayed on the person record. A table is presented which contains the most current of the entries for the person
categorized by Type.
Type
The type identifies a contact by one of the following values:
E-Mail
Web Site Address
Data
The contact data contains the information about the type of the contact entered.
Comments
This field contains any additional comments that should be associated with the contact; i.e., calling times, message
instructions, etc.
Edit Electronic Contact Information
In order to update an electronic contact entry, select the Update link at the end of the row that you wish to change. As a
result of this action, the Edit Electronic Address page is presented for edits.
On this page, the Electronic Contact type is brought forward from the previous page. Enter the information in the
following fields as needed.
Data
The contact data contains the information about the type of the contact entered.
Comments
This field contains any additional comments that should be associated with the contact; i.e., message instructions, etc.
Submitting the Electronic Contact Updates
Once the information has been entered and reviewed, click on the Save Updates button at the bottom of the page. As
a result, the Provider Demographics page (CM0106) is presented with the updated information.
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Request Update of EIN
This functionality provides the capability for providers to update an Employer Identification Number online. To access
this function, select Request Update of EIN from the Profile Options at the bottom of the Provider
Demographics page (CM0106). As a result, the Request Update of EIN page (SR0015) is presented.
The EIN on Record appears at the top of the page. Enter the new Employer Identification Number in the EIN Update
filed. When finished, click on the Submit button. As a result, the Confirmation page as shown below is displayed
with the newly entered service request confirmed with an identification number for reference. For more information
about this function, see “Service Requests” on page 91.
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Payment and Financial
Information
Payment Overview
The Payment History displays the payments made for a specified time and/or a specified provider. This same function is
available on the external portal for providers to view data about their own payments. To access this function, select the
option Payment and Financial Information from the sub-nav bar of the Provider Account Summary page. As a
result, the Payment and Financial Information page (AR0041) is presented.
View Payments
On this page, use the View Payments search filter fields to perform the most effective search for the payment records
in the database. Once the dates have been entered, click on the Go button.
The Most Recent Payments table will be filtered to reflect the searched dates. The information displayed includes
the following about each payment:
Payment Number
Issue Date
Status
Amount
View Cash Receipts
In order to access this function, select the View Cash Receipts option under Payment and Financial Options at
the bottom of the Payment and Financial Information page (AR0041). As a result, the Cash Receipts page
(AR0042) is displayed.
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This page contains a list of all cash receipts issued for a provider with the following information:
Receipt ID
Date Received
Payment Type
Check Number
Amount
View Payment Intercepts and Recoupments
In order to access this function, select the View Payment Intercepts and Recoupments option under Payment and
Financial Options at the bottom of the Payment and Financial Information page (AR0041). As a result, the Payment
Intercepts and Recoupments page (AR0040) is displayed.
This page contains a list of all cash receipts issued for a provider with the following information:
Payment Intercept Number
Payment Intercept Holder
Status
Type
Entry Created
Opening Amount
Deductions/Repayments
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Attendance and Invoicing
Attendance and Invoicing Overview
An attendance roster is created as a result of the enrollment associated with providers in the system. The functions
contained within this area allow attendance information to be entered, viewed, reviewed and submitted for payment
acceptance. Attendance is to be recorded in two week intervals and can be completed by the provider through the
External Portal or by submission of paper attendance. If the provider is an eProvider, the paper attendance form is not
scheduled to be printed and mailed to the provider. The functions that are associated with the attendance process are
described in the following sections. To access this page, select Attendance and Invoicing on the sub-nav bar at the
top of the Account Summary page. As a result, the Attendance and Invoicing page as shown below is displayed.
Submit Invoice
This function allows you to record attendance or services provided during a specific service period. The following types
of services are covered in this functionality. You will only see this section of the page if children have been enrolled in
the facility.
Attendance for Contracts (Reserved Spaces)
Each child who has been enrolled with the provider will be displayed on the attendance invoice for the length of the
enrollment. Each roster is generated for a two week interval by week, by day, starting with Sunday.
Upon the completion and submission of the Attendance Invoice, approvals are granted so that the invoice will be
considered for payment in the next scheduled payment cycle. Payments made for these types of enrollments are
governed by the terms of the contract agreement.
Attendance for Providers with Subsidy Enrollments
Each child who has been enrolled with the provider will be displayed on the attendance invoice for the length of the
enrollment. Each roster is generated for a two week interval by week, by day, starting with Sunday.
Upon the completion and submission of the Attendance Invoice, approvals are granted so that the invoice will be
considered for payment in the next scheduled payment cycle.
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Transportation Services
The receipt of these services can be entered for both individual and company transportation providers. A roster and an
invoice are created for children associate with Transportation Providers as a result of the Transportation Authorization
created in the system.
Upon the completion and submission of the Transportation Invoice, approvals are granted so that the invoice will be
considered for payment in the next scheduled payment cycle.
View Invoices
Once invoices have been submitted for the types of services listed above, this function can perform a search to locate the
invoices in different phases of the payment process for a particular provider.
Recording Attendance (General Guidelines)
The following guidelines have been implemented for the recording of attendance.
•
Attendance is to be recorded and submitted in two week intervals.
•
Screen presentation is by week, by day, starting with Sunday.
•
•
Attendance should be submitted within 60 days of the end of attendance period. Providers will be unable to
enter attendance on the provider portal after 60 days. Note: If you have attendance for a period that is
greater than 60 days, contact the Child Development Division for further information.
A day a child was in attendance is to be recorded by entering the total hours of attendance per day.
•
A day on which a child was expected to attend, but did not, should be indicated by one of the specified
codes, as indicated in a subsequent section of this chapter.
•
Only children who have active authorizations for some portion of the attendance period are listed on the
attendance roster, both online and paper.
•
Providers who have indicated that they wish to participate as "eProviders" will not have paper attendance
generated. It is assumed that they will be entering their attendance directly through the External Portal.
•
Providers who have not indicated that they wish to participate as "eProviders" will have paper attendance
generated through the attendance batch process.
•
Attendance still being recorded will have an Incomplete status. Attendance which has been completed by
the provider or CCSD entry person will have a Complete status. Once the attendance has been reviewed, it
will have either an Approved or Not Approved status.
Submitting an Invoice – Contract (Reserved Spaces)
Depending on the enrollment associated with the contract provider, the drop-down list for the Attendance Roster will be
presented in the following ways.
Service Period by Date – Contract
Service Period by Date
Make one of the selections using the drop-down arrow and click on Go.
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Selection of Service Period with Contract Notation
By making the selection for the period entry 7/11/2004 – 7/24/2004 Contract, the following page is presented.
Because there are no enrollments for the provider, the invoice may not be submitted for payment.
Selection of Service Period with no Contract Notation
By making the selection for the period entry 07/11/2004 to 07/24/2004 (No Contract Notation), the Submit Invoice
for the Service Period page (AT0007) is displayed.
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Each enrolled child is listed as a row in the table. The following information is presented for each child’s record.
Child Name
Eligibility Expiration Date
Certificate Number
Authorized Hours
Dates for each Week in Service Period
Since the enrollments have been associated with the Contracted Space Provider, you may enter the information for the
attendance. Record the attendance as described in “Completing the Invoice Submission (Attendance)” on page 107.
Submitting an Invoice – Subsidy Enrollments
Each child who has been enrolled with the provider will be displayed on the attendance invoice for the length of the
enrollment. Each invoice is generated for a two week interval by week, by day, starting with Sunday. Make one of the
selections using the drop-down arrow and click on Go.
As a result, the Submit Invoice for the Service Period page (AT0025) is displayed. Each enrolled child is listed as
a row in the table.
The following information is presented for each child’s record.
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Child Name
Eligibility Expiration Date
Certificate Number
Authorized Hours
Dates for each Week in Service Period
You may enter the information for the attendance. Record the attendance as described in “Completing the Invoice
Submission (Attendance)” on page 107.
Completing the Invoice Submission (Attendance)
This section pertains to the invoices described in “Submitting an Invoice – Contract (Reserved Spaces)” on page 104 and
“Submitting an Invoice – Subsidy Enrollments” on page 106. Once you have accessed the Submit Invoice for the
Service Period page (AT0025), continue to enter the attendance information as described in this section.
For each enrollment entry, record the attendance in number of hours in each of the boxes associated with the days of the
week as shown below.
If hours are not indicated on the submitted form, leave the box blank. Others values that may appear on the form are the
following:
•
S = Sick
•
V = Vacation
•
U = Unexplained
•
N = No longer attending - no notice
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•
H = Hold
Save and Exit Invoice
During the course of entering attendance information, you may save your work and return later to complete the invoice.
In order to so, click on the Save and Exit button at the bottom of the Submit Invoice for the Service Period page
(AT0025).
Submit Attendance
Once the information has been recorded for all enrolled children, click on the Submit Attendance button. As a result,
the Submit Invoice for the Service Period page (IN0021) is presented.
Complete the Provider Certification field by clicking in the checkbox next to the certificate statement at the bottom
of the page.
Then, click on the Submit Attendance button. As a result, the Submit Invoice for the Service Period
Confirmation page (IN0008) is presented. An Invoice Number has been generated for this submitted record.
Submitting Attendance for Contracts (Reserved Spaces)
Upon the completion and submission of the Attendance Invoice, approvals are granted so that the invoice will be
considered for payment in the next scheduled payment cycle. Payments made for these types of enrollments are
governed by the terms of the contract agreement.
Submitting Attendance for Providers with Subsidy Enrollments
Upon the completion and submission of the Attendance Invoice, approvals are granted so that the invoice will be
considered for payment in the next scheduled payment cycle.
Attendance for Additional Enrollments
In some cases, enrollments may be entered into the system after an attendance invoice has already been submitted.
When this occurs, the invoice may be completed for just those enrolled children in the same manner as the original
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entries. See the instructions as described in “Completing the Invoice Submission (Attendance)” on page 107. Once the
invoice has been submitted, the invoices for the period will be displayed as two rows, with the secondary one(s) being
marked as Attendance – Adjustment.
Submitting an Invoice – Transportation Authorizations
Each child who has a transportation authorization entry recorded in the system will have an entry with the corresponding
transportation provider for the length of the authorization. The receipt of these services can be entered for both
individual and company transportation providers. An Invoice is created for children associated with Transportation
Providers as a result of the Transportation Authorization created in the system.
Each invoice is generated for a two week interval by week, by day, starting with Sunday. Make one of the selections
using the drop-down arrow and click on Go.
As a result, the Submit Invoice for the Service Period page (IN0024) is displayed. Each authorized child is listed
as a row in the table.
The following information is presented for each child’s record.
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Child Name
Week for Transportation Services
Certificate Number
Dates for each Week in Service Period
Trips/Miles Entry Fields
You may enter the information for the transportation usage. Record the information as described in the following
section, “Completing the Invoice Submission (Transportation)” on page 110.
Completing the Invoice Submission (Transportation)
For each transportation authorization entry, record the information in each of the boxes associated with the days of the
week as shown below. Depending on the payment terms for the transportation contract, this information will either be
used to determine the payment for unit cost contracts or serve as validation for fixed terms contracts.
Trips
Enter the number of trips per day for each day of the week.
Miles
Enter the number of miles per day for each day of the week.
Cancel Transportation Invoice
If you do not wish to make changes at this time, click on the Cancel button. No changes will take effect for the
transportation invoice record.
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Submit Transportation Invoice
Once the information has been recorded for all authorized children, click on the Submit button. As a result, the
Submit Invoice for the Service Period page (IN0008) is presented. An Invoice Number has been generated for
this submitted record.
View Attendance Invoices
This function allows you to view invoices for a particular provider. This option is accessed from the Provider’s
Account Summary page by clicking on the Attendance and Invoicing option on the sub-nav bar. As a result, the
Attendance and Invoice page (IN0012) is presented.
In the middle of the page, the section named View Invoices allows you to perform a search on any invoices which have
been generated for this provider. Prior to performing the search, review the entries in the table at the bottom of the page
which lists the last five invoices created.
Search Invoices
If the invoice is not in the list, use the following search criteria to locate the one you want.
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Invoice Number
If you know the ID Number, enter it here. This entry would give you the most direct connection to the invoice.
Invoice Type
Select the value for this field by using the down arrow (
) next to the field.
Attendance
Check Writer
Contract
Fixed Contract Transportation
Grant
Reserved Space Contract
Transportation
Invoice Status
Select the value for this field by using the down arrow (
) next to the field.
Approved
Closed
Complete
Error in Vision
Incomplete
Manual Review
Not Approved
Paid
Posted
Processed
Resubmission
Void
Service Period From
Enter the beginning date for the service period date range.
Service Period To
Enter the ending date for the service period date range.
Once you have entered the information in the above fields, click on the Search Invoices button. As a result, the
Invoice Inquiry Results page (IN0002) is populated with the search results and contain the following for each invoice
row displayed.
Invoice Number
Service Period
Date Created
Type
Amount
Status
Date Paid
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Attendance Invoice Detail
In order to view the information for a particular Invoice row, select the active link under Invoice Number. As a result,
the Invoice Details page (IN0009) is displayed.
The details for the invoice are displayed at the top of the page; the details for the Summary of Child Items vary
depending on the type of invoice generated: Attendance or Transportation.
The top section contains the following identical information:
Service Period
This service period is for the two-week interval for which the attendance was recorded.
Invoice Created Date
The date on which the attendance was submitted is shown in this field.
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Invoice Created By
The person who submitted the attendance is shown in this field.
Roster Received Date
The date on which the attendance roster was received by CCSD is shown in this field.
Invoice Type
The type of invoice is displayed in this field.
Attendance
Check Writer
Contract
Fixed Contract Transportation
Grant
Reserved Space Contract
Transportation
Invoice Status
The current status of the invoice is displayed in this field.
Approved
Closed
Complete
Error in Vision
Incomplete
Manual Review
Not Approved
Paid
Posted
Processed
Resubmission
Void
Date Paid
If the invoice has been paid, the date appears in this field.
Invoice Amount
The total of the invoice amount is shown in this field.
Net Amount
If the invoice has been paid, the net amount appears in this field. This value would reflect any recoupments that have
been applied for this pay period.
Last Calculated Run
The date representing the last calculation performed for this invoice is shown in this field.
Last Update
The date representing the last update for this invoice is shown in this field.
Summary of Attendance Child Items (Enrollments)
The details for the Summary of Attendance Child Items generated for subsidy enrollments are shown at the bottom
of the page.
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For enrollments, the summary contains the following information by child:
Child Name and Certificate Number
The child’s name and certificate number authorizing this enrollment period is displayed.
Adjusted Rate
The payment rate that has been applied to this enrollment is displayed. Adjusted Rate - Adjusted Rate is equal to
Payment Rate based on Attendance plus Special needs payment plus Tiered Reimbursement Payment.
Amount
The amount equals the Adjusted Rate minus Unsubsidized Amount.
Unsubsidized Amount
The co-pay amount assessed for this enrollment during the certificate generation process is displayed. This is based on
the difference between the amount of the Provider Rate and the Payment Rate.
Adjustment
If any adjustments have been made to the attendance record, that amount is shown here.
Net Amount
The net amount appears in this field. This value would reflect any recoupments or adjustments that have been applied
for this pay period.
Status
One of the following status values of the invoice is displayed in this field.
Approved
Closed
Complete
Error in Vision
Incomplete
Manual Review
Not Approved
Paid
Posted
Processed
Resubmission
Void
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Summary of Attendance Child Items (Contracted Spaces)
The details for the Summary of Attendance Child Items generated for contracted spaces are shown at the bottom of
the page.
For contracted space enrollments, the summary contains the following information:
Child Name
The child’s name for this child care authorization period is displayed.
Certificate Number
The certificate number authorizing this enrollment period is displayed.
Adjusted Rate
This amount is blank for contracted spaces.
Amount
The amount for each child is the contracted space unit cost and is shown in this field.
Unsubsidized Amount
This entry appears blank for contracted spaces.
Adjustment
If any adjustments have been made to the attendance record, that amount is shown here.
Net Amount
The net amount appears in this field. This value would reflect any recoupments or adjustments that have been applied
for this pay period.
Status
One of the following status values of the invoice is displayed in this field.
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Approved
Closed
Complete
Error in Vision
Incomplete
Manual Review
Not Approved
Paid
Posted
Processed
Resubmission
Void
Summary of Contract Child Items
At the bottom of the page, the following information is presented for contracted space invoices.
Rate
Unit Cost
Number of Reserved Spaces
Amount
Net Amount
Status
This information indicates how the calculations were made to generate the Contracted Space Invoice.
Summary of Transportation Child Items (Fixed Rate Contract)
The details for the Summary of Transportation Child Items generated are shown at the bottom of the page.
For a fixed rate transportation invoice, the items in the Summary of Transportation Child Items table will not
contain information for the Base Trip Rate, Base Mileage Rate, Amount, or Net Amount, because these rates and
amounts would not be used in the calculation process for the invoice.
Child Name
The child’s name for this transportation authorization period is displayed.
Status
One of the following status values of the invoice is displayed in this field.
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Approved
Closed
Complete
Error in Vision
Incomplete
Manual Review
Not Approved
Paid
Posted
Processed
Resubmission
Void
Invoice - Transportation Child (Fixed Rate Contract)
At the bottom of the page, the following information is presented for fixed rate transportation invoices.
Base Trip Rate
Unit Cost
Amount
Net Amount
Status
This information indicates how the calculations were made to generate the Fixed Rate Transportation Invoice.
Summary of Transportation Child Items (Unit Cost Contract)
The details for the Summary of Transportation Child Items generated for a unit cost transportation contract are shown in
the following screen shot.
For transportation, the summary contains the following information:
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Child Name
The child’s name for this transportation authorization period is displayed.
Base Trip Rate
The base rate designated on the provider’s contract for each trip appears in this field.
Base Mileage Rate
The base mileage rate designated on the provider’s contract appears in this field.
Amount
The total amount of the invoice calculated is displayed.
Net Amount
The net amount appears in this field. This value would reflect adjustments that have been applied for this pay period.
Status
One of the following status values of the invoice is displayed in this field.
Approved
Closed
Complete
Error in Vision
Incomplete
Manual Review
Not Approved
Paid
Posted
Processed
Resubmission
Void
View Certificate
You may view the certificate for the enrolled child by clicking on the active link under the Certificate ID. in the
Summary of Attendance Child Items table. As a result, a copy of the certificate is accessed for review.
View Child Attendance Detail
You may view the attendance recorded for a particular child in the Summary of Attendance Child Items table by
clicking on the active link Details at the end of the row. As a result, the Child Attendance Details - Service
Period page (AT0005) is presented.
The information displayed shows each daily entry in the Attendance Hours column and whether the entry was
Approved or not. If the attendance approval entry had been overwritten, the Override Reason would be displayed
for each daily record in which this applied.
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Viewing Invoice Payments
Once the invoice has been submitted for approval and approved, a payment is posted to the account. This may be
viewed by locating the invoice details as described in “View Invoices” on page 104. Once the invoice has been located,
click on the Invoice Number to access the details.
As a result, the Invoice Details page is displayed.
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The section at the bottom of the page shows the Disbursement Information. Click on the Payment Number to
access the Payment Details page (AR0038).
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Adjustments to Invoices
To perform this function, access the Attendance and Invoicing menu option. Locate the Invoice from the drop-down list
in the Submit Invoice section. The Invoice period must have the word Adjust after the date range. Once selected,
click on the Go button next to the Submit Invoice field. As a result, the Submit Adjustment Invoice page
(AT0020) is accessed.
Click on the Submit Adjustment button. This accesses the Details page (AT0018) for the invoice.
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On this page, select the rows that you want to adjust by clicking in the box in the Select column for the corresponding
row(s). Once the rows are all selected, click on the Continue button. This accesses a page on which you may perform
attendance corrections.
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Change any entries as appropriate and click on the Submit Attendance button. This accesses the Submission page on
which you will check the statement at the bottom of the page and then click on Submit Attendance.
This action displays the confirmation page with the Invoice Number for this transaction.
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Resources
Overview for Resources
The resources featured in this functionality are designed to improve the quality of child care and to support families. To
access this page, select Resources on the sub-nav bar at the top of the page. As a result, the Resources page as
shown below is displayed. Each item listed is a separate function that is described in the following sections of this
section.
Accreditations
Nationally accredited child care programs have gone through a rigorous process of assessment and review by national
accrediting programs including NAEYC, NCCA or NSACA. The Child Development Division pays the fees related to
the accreditation process, a bonus for obtaining the accreditation and a higher child care subsidy reimbursement rate.
Families who choose accredited child care programs may be eligible for special tax benefits. To access this function,
click on the active link named Accreditations. As a result, the following page is displayed.
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Resources
This page contains a series of links to organizations who have been designated as support programs for child care
services in Vermont. As you select a link, the system accesses the chosen website directly. Any information presented
on that website is independent of the Bright Futures System. As you perform the link action, a Warning page is
displayed as shown below.
Course Calendar
Classes approved by the Vermont Career Development Center are all listed on the Course Calendar. All child care
providers are required to participate in learning experiences that relate to their work. Classes, including some college
courses, are often low cost or free. Many learning opportunities are also open to parents and other adult caregivers. To
access this function, click on the active link named Course Calendar. As a result, the following page is displayed.
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The object allows a user to search the body of coursework to locate a particular course and display its details. Users will
be able to find courses by subject area or title (text search), in addition to other search criteria. Use as many fields as
known in order to limit the search results. The following search fields are available.
Course ID
If you know the Course ID Number, enter it here. This entry would give you the most direct connection to the entered
course.
Course Title
Enter the complete title or any part of the title of the course in this field.
Sponsor
Enter the sponsor’s last name in this field. If the sponsor is an organization, enter the name in this field.
Areas of Knowledge
Select the value for this field by using the down arrow (
) next to the field. The following are the standard areas:
Child Development
Professional Development
Personal Development
Curriculum Development
Hour Type
Select the value for this field by using the down arrow (
) next to the field.
Clock Hours
Credit Hours
Search Type
Select one of the following from the drop-down list using the down arrow next to the each of the name fields (
restrict the search parameters:
) to
Exact Match
Starts With
Sounds Like
Contains
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Once the information in as many appropriate search criteria fields as deemed beneficial, click on the Search button.
Search Results
Upon completion of the system search, the results are displayed in the Course Search Results table (page QU0026)
with the following information:
Course Title
Course ID
Session Date
Start Time
Sponsor
Course Calendar - Sort By
The Course List may be sorted through the Sort By field on the top right corner of the table using the following options:
Course Title
Course ID
Session Date
Start Time
Sponsor
Once a sort option has been selected, click on the Go button to the right of this field. The Course Search Results
table will be updated with the sorted values in place.
Course Session Details
Once you have located an existing course using the Course Search function, you may view the details for the course
by clicking on the Details link at the end of the row. This action accesses the Course Session Details page for the
course selected.
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This page is divided into the following sections:
Session Details
Professional Development Areas
Session Information
Course Session Information
For each session the following information is presented.
Sponsor
The name of the person or organization who is sponsoring the course is displayed in this field.
Course Title
The name of course is displayed as the title.
Course ID
The identification number assigned by the system is contained in the Course ID field.
Hour Type
One of the following hour types will be displayed in this field:
Clock Hours
Credit Hours
Course Status
One of the following status values will be displayed in this field:
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Active
Inactive
Description
A description of the course is displayed in this field.
Articulation
This field contains additional information about the course.
Professional Development Areas (Course)
A listing of the Professional Development Areas that have been assigned to the course is shown in this section.
Session Information
The following information describes the session offering:
Session Completion Date
The date on which the session is being held is displayed in this field.
Start Time
The time of the course offering is the Start Time.
Contact Name
The name of the contact person associated with the course is displayed in this field.
Contact Phone
The telephone number of the contact above is shown in this field.
Cost
The cost associated with the course is displayed in this field.
Scholarship
If there is a scholarship offering, the field will display a Yes value.
Funding
Identification of funding that may be used to pay for this course is displayed in this field.
Notes
Any notes that have entered as a description or special instructions for the course are displayed in this field.
Course Search
For information on this function, see “Search Courses” on page 25.
Credentials and Certificates
Individual child care providers are encouraged to obtain national and industry recognized professional credentials. The
CDA and CCP credentials and the Certificate of Completion from the Child Care Apprenticeship Program all are
nationally recognized and include direct observations of competency. Families and children both benefit from the
increased education and the competency of providers who have made this clear professional commitment to their work.
To access this function, click on the active link named Credentials and Certificates. As a result, the following page
is displayed.
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Vermont recognizes several credential programs for individual child care providers, including those individuals who
operate family child care businesses in their home or those who work as staffs in licensed child care settings. As you
select a link, the system accesses the chosen website directly. Any information presented on that website is independent
of the Bright Futures System. As you perform the link action, a Warning page is displayed as shown below.
Download Forms and Literature
This function contains links to the different Bureau of Child Development forms and literature available for printing and
download. To access this function, click on the active link named Download Forms and Literature. As a result, the
following page is displayed.
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The listed documents below are available for download. All files are in Adobe PDF format, and will require the Adobe
Reader to view. Instructions to download the Adobe software appear on this page.
As you click on an active link of a form, the Adobe Reader is activated and the document is accessed. You may use the
menu items within Adobe to scroll through the pages and print if you wish.
Grants
For information on this function, see “Available Grants” on page 23.
The Child Care Consumer Concern Line
The toll-free number of 1-800-540-7942 is available to the public and provides information about child care regulations
and regulatory histories of individual child care programs. Child Care Subsidy regulations determine how the Child
Development Division and community agencies manage the subsidy program. The child care subsidy program provides
financial assistance to help families pay for child care. Generally, eligibility is determined by the family's income and
need for child care. Use the telephone number to make this contact.
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Contact
Contact Functions Overview
The functions contained in this option allow you to view particulars about information that you have entered into the
system using your logon. In addition, contact information for Vermont Child Development Division and other
community partners is displayed.
To access this page, select Contacts on the sub-nav bar at the top of the page. As a result, the Contacting
Vermont’s Child Development Division page as shown below is displayed. Each item listed is a separate function
that is described in the following sections of this Chapter.
Complaint – File a New Complaint
This function accesses an on-line form to easily submit a complaint. To access this function, click on the active link
named Complaint – File a New Complaint.
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As a result, the File a New Complaint page is presented for entry. Complete the information in the following fields:
Subject of the Complaint
Last Name or Provider Name*
Enter the subject’s last name in this field. If the provider is an organization, enter the provider name in the Last Name
field.
First Name
Enter the subject’s first name in this field.
Complaint Subject Contact Information
This information is entered for the complaint subject.
Phone
Enter the telephone number for contact in this field using the format ###-###-####.
Postal Address
Enter the first line of the postal address in this field.
Postal Address Line 2
Enter the second line of the postal address in this field.
City
Type the name of the city in this field.
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Town
Select the name of the town by using the down arrow (
) next to the field.
State
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
Zip Code
Enter the zip code in this field using the format #####-####.
E-mail Address
Enter the complete e-mail address for the contact.
Complaint Information
Complaint Description*
Describe the complaint in the text box provided. Enter as much information as you can, including people involved (other
than the actual subject of the complaint entered above), what happened, when the situation(s) occurred that you are
complaining about, and where the situation(s) occurred.
Complaint Received Date*
Enter the date on which the complaint was received using the format MM/DD/YYYY. The date is defaulted to the
current date.
Method of Complaint*
Select the value for this field by using the down arrow (
) next to the field.
Concern Line
E-mail
Fax
Letter
Public Portal
Telephone
Once you have entered the information in the above fields, click on the Continue button.
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Contact
The next page accessed allows you to record the contact information.
Complainant Information
Your Last Name or Organization Name*
Enter the complainant’s last name in this field. If the complainant is an organization, enter the name of the organization
in the Last Name field.
Your First Name
Enter the complainant’s first name in this field.
Your Relation to the Complaint Subject
Select the value for this field by using the down arrow (
) next to the field.
Anonymous
Community Agency
Employee of Provider
Food Program
Municipal Offices
Neighbor of Provider
Other
Parent of Child in Provider’s Care
Police Department
Provider
Relative of Child in Provider’s Care
Social Services
Special Investigation Unit
Staff of Provider
Contact Phone
Enter the telephone number for contact in this field using the format ###-###-####.
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Home/Location Address
Enter the first line of the address in this field.
Address Line 2
Enter the second line of the address in this field.
City
Type the name of the city in this field.
Town
Select the name of the town by using the down arrow (
) next to the field.
State
The State has been defaulted to Vermont; however if another selection is needed, select the name of the state by using
the down arrow ( ) next to the field.
Zip Code
Enter the zip code in this field using the format #####-####.
E-mail Address
Enter the complete e-mail address for contact purposes.
Once you have entered the information in the above fields, click on the Submit button. As a result, the next page
accessed is the Complaint Submitted Confirmation page that confirms that the complaint has been submitted.
A Complaint Number is assigned to the submitted complaint for future tracking.
Complaint - View Status of a Complaint
This function allows you to check the status or outcome of a complaint you previously submitted electronically. To
access this function, click on the active link named Complaint - View Status of a Complaint. As a result, the View
Complaint Status page is displayed.
Enter the number for the complaint that was shown to you on the Complaint Submitted Confirmation page. Then
click on the Submit button. As a result, the following View Complaint Status page is displayed with the status of
the complaint.
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Contact Information
This function accesses telephone numbers, addresses, and other contact information for the Child Development Division
and its community partners. To access this function, click on the active link named Contact Information. As a result,
the Contact Information page is displayed.
Service Request Status
This function allows you to check the status of a service request that you previously submitted electronically. To access
this function, click on the active link named Service Request Status. As a result, the following page is displayed.
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Enter the Request ID number in the field and click the Submit button. As a result, the subsequent page is displayed
with the status of the request.
For more information about service requests, see “Service Requests” on page 91.
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Secured Child Care Worker
Functions
Child Care Worker Functions Overview
Some areas of the website require that you have a logon to access confidential information about your account. If you
have a quality or credentialing account with the Child Development Division, you can access your account information
online to track and maintain your training records and apply for professional development grants online.
Logging into the System as a Child Care Worker
Once the application is brought up in the browser, the System Login page (SC0001) is displayed.
On this page, enter the following:
Username
Enter your username in this field; being sure to use upper and lower case as appropriate.
Password
Enter your password by again using the appropriate case as you type.
Once the Username and Password is entered, click on the Login button to complete the access to the system.
First Time Logon (Child Care Worker)
Upon accessing the system for the first time, you will be required to change your password from the one assigned by the
CCSD staff. The following Change Password page (SC0003) is presented for this purpose.
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On this page, enter the following:
Password
Enter the originally assigned password again by using the appropriate case as you type.
New Password
Enter your new password by using the appropriate case as you type.
Password
Enter the new password again as a confirmation by using the appropriate case as you type.
Once the Password has been entered in the fields, click on the Change Password button to complete the access to
the system.
Child Care User Access
When a login is created, the appropriate functionality is attached to it so that a user is able to access all functions that
have been predefined for him/her. The permissions granted are determined by the role of the user.
Example of Child Care Worker:
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Both menu items are available: ‘Resume’ and ‘Subsidy
Case Information’.
Since a Child Care Worker may also be a Subsidy Parent, both menu items are available.
Child Care Worker Functions
Several functions can be accessed through this area.
Credentials Portal
This functionality allows the capture of the details about formal credentials received by a provider or CCSD staff.
Obtaining a credential may result in the payment of a one-time quality bonus.
Education Portal
This functionality allows the capture and maintenance of information about the educational background of a provider or
CCSD staff. Like credentials, obtaining a degree may result in the payment of a one-time quality bonus.
Higher Education Portal
This functionality allows the capture of information about an individual's completion of college-level coursework outside
of a formal degree program.
Professional Development Portal
This function is also used to track annual requirements for professional development of provider staff licensed or
registered by the CCSD. This function is the external version of the Professional Development function in the Quality
and Credentials component.
Professional Development Plan Portal
This functionality allows an individual to record and track on-line his/her completion of professional development
training to satisfy annual licensing requirements. It is expected that most plans will be entered by the individual from an
external portal. It is the external version of the IPDP in the Quality and Credentials Component.
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Program Participation
This functionality allows the capture of information about an individual's participation in a program leading to a degree
or credential.
Work Experience Portal
This functionality allows the capture and maintenance of information about an individual's child care or child care
related work experience.
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My Profile
Overview of the My Profile Function
Upon logging into the system, the first page accessed is the profile page.
This page contains the information about demographics and contact information that has been entered in the system.
Updating Contact Information
This information may be changed as necessary. For complete information about making updates, see “Provider
Demographics” on page 96.
Grant Applications
This function allows you to view the information for a submitted grant or to create a new grant online. This option will
only be available after you have previously submitted an application in hard copy to the Child Development Division.
Click on the menu option to access the Grant Applications page (QU0116). This action results in the display of the
Grant Applications page (GR0008) which displays all grants that have been submitted for an organization.
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The information for each grant is displayed in the table at the top of the page.
Application Identification Number
Type
Category
Status
Application Date
Received Date
Viewing Grant Details
You may view the details for a particular grant by clicking on the Details link at the end of the row. This action
accesses the Grant Application Summary page for the grant selected.
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My Profile
The details on the Grant Application Summary page include the following:
Grant Application ID
The identification number associated with the grant application is displayed in this field.
Grant Type
The type of grant applied for is displayed in this field.
Category
The grant category that appeared on the application is displayed in this field.
Grant Status
The current status of the grant is displayed in this field.
Application Date
The date on which the application was entered is displayed in this field.
Date Received
The date on which the application was received is displayed in this field.
Grant Purpose
The purpose of the grant as it was entered on the application is displayed in this field.
Grant Budget
The grant budget as it was entered on the application is displayed in this field.
Agreement ID
If the grant has been awarded, an Agreement Identification Number is displayed in this field.
Facility Enrollment and Funds Information
This section contains information about the number of children enrolled for each age category; and if the grant requested
is targeted to benefit specific age categories, the amount is shown for each of the following age categories:
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Infant/Toddler
Preschool
School Age
Applying for a Grant (Child Care Worker)
Access this function in the middle of the Grant Applications page (QU0116).
The first step in this process is to select one of the following types for the Grant by using the drop-down arrow next to
the Grant Type field.
Community Child Care Support Agencies
Facilities
Other
Professional Development
Program Expansion and Enhancement
Quality Improvement Initiatives
Special Needs
Transportation
Once you have completed the fields on this page, click on the Apply Now button. This action displays the Grant
Application – Grant Request Information page (QU0118) on which the application is completed.
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Completing the Grant Application (CC Worker)
The Grant Type that was previously selected is displayed at the top of the page in the Grant Type field. Complete the
following information as required:
Grant Category
Select the value for this field by using the down arrow ( ) next to the field. These values will be discriminated for the
Grant Types; therefore, only the appropriate selections for the particular Grant Type will be available.
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Accommodations
Building Bright Futures
Child Care Network Development – Center Based
Child Care Network Development – Family Based
Child Care Network Development – School Age Based
College Individual Tuition
College Purchased Classes
Consultation
Credential Achieved Bonus
Credential Seeking Bonus
Emergency Assistance – Program Stabilization
Facility Structural Enhancements
Infant Toddler Enhancement
Infant Toddler Startup and Expansion
Preschool Enhancement
Preschool Startup & Expansion
Protective Services/Family Support
Quality Recognition Achieved
Quality Recognition Seeking
Referral
Resource Development
School Age Enhancement
School Age Startup & Expansion
Specialized Training
Subsidy Eligibility Determination
Substitute Child Care Projects
Summer Programs
Transportation
Volunteer Reimbursement
Contact Name, Phone Number and E-mail Address
Complete this information for the contact person who should be associated with this grant.
Grant Purpose
This is a narrative explanation of the uses and benefits of the grant requested. Enter the purpose of the grant as it was
entered on the application in this field.
Grant Budget
The detail of items to be purchased or the expenditures to be incurred as a result of this Grant Application is captured in
this section. Enter the grant budget as it was entered on the application in this field.
Facility Enrollment and Funds
This section contains information about the number of children enrolled for each age category; and if the grant requested
is targeted to benefit specific age categories, the amount is captured for each of the following age categories.
Infant/Toddler
Preschool
School Age
Facility Enrollment
Enter the number of children enrolled in each Age Category in this field.
Funds Requested
Enter the amount of funds requested for each Age Category in this field.
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Total Funds Requested
Enter the total amount of funds requested for the grant in this field.
Submitting the Grant Application
Once you have completed the information in the above fields, click on the Submit Grant Application button in order
to finalize the grant application. This action results in the display of the Grant Application Submitted page (0008)
which displays the Application ID and a link to explain how to view the status of the grant.
Checking Status of a Grant
Click on the menu option to access the Grant Applications page (QU0116). This action results in the display of the
Grant Applications page (GR0008) which displays all grants that have been submitted for a person.
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The information for each grant is displayed in the table at the top of the page.
Application Identification Number
Type
Category
Status
Application Date
Received Date
Received Date
For a newly entered application, the Received Date appears blank until a Child Development Division worker reviews
the application.
Grant Status
One of the following values for this field will be displayed.
Pending
Submitted
Received
Awarded
Denied
Agreement Pending
Request Update of SSN
This functionality provides the capability for users to update a Social Security Number online. To access this function,
select Request Update of SSN from the Profile Options at the bottom of the Profile page (CM0102). As a result,
the Request Update of SSN page (SR0013) is presented.
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My Profile
The SSN on Record appears at the top of the page. Enter the new Social Security Number in the SSN Update field.
When finished, click on the Submit button. As a result, the Confirmation page shown below is displayed with the
newly entered service request confirmed with an identification number for reference. For more information about this
function, see “Service Requests” on page 91.
Service Requests
The function is accessed from the Profile page through the Profile Option item named Service Requests. By
clicking on this option, the Service Requests page (CO0337) is displayed with the following information:
Date Submitted
Request ID
Request Type
Status
Service Request Details
In order to view details for a particular item, click on the Details link at the end of the row containing the item. As a
result, the Service Request Details page (CO0339) is presented for viewing with the following information.
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Request Type
Request ID
Date Submitted
Assigned Caseworker
Assigned Group
Status
Status Reason
Status Notes
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Resume
Resume Overview
The resume refers to the group of objects that define the qualifications of an individual. The components of this resume
include Work Experience, Education, Credentials Program Participation, Professional Development, and the IPDP. To
access this page, select Resume on the sub-nav bar at the top of the page. As a result, the Resume page as shown
below is accessed.
The Resume information on the page is divided into the following sections:
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Resume Summary
Current Professional Development Plan
View Plan
Record Professional Development Plan
Resume Summary
This information contains the following:
Contact Phone
The contact telephone number has been captured in this field.
Resume Date Update
The Resume Date is updated whenever one of the following component parts is updated:
Work Experience
Education
Credentials Program Participation
Higher Education Coursework
Professional Development
Professional Development Plan (IPDP)
Achievement Level/Achievement Level Date
These fields are updated once a particular item has been added to the resume.
Current Professional Development Plan
This functionality allows an individual to record and track on-line his/her completion of professional development
training to satisfy annual licensing requirements. This element identifies one's mentor; and captures the five year goals,
the plan format and plan date. It also summarizes the provider's areas and topics of interest for professional growth and
development as well as descriptions about the proposed activities to be undertaken. The IPDP is divided into the
following three sections:
Goals
Self Assessment
Plan Details
If there is a plan already in place for a staff member, the Professional Development Plan is shown as an entry n the
on the Professional Development page with the following information:
Plan
Plan Date
View Plan
In order to view the details for an existing plan, click on the View Plan link on the Current Professional
Development Plan table. As a result, the Professional Development Plan Details are displayed.
Update Plan
You may update the plan details by clicking on the Update Plan button at the bottom of the Professional
Development Plan Details page. This results in the display of the Professional Development Plan page, on
which you may make updates as described in the following section.
Record a New Professional Development Plan
To access this function, click on the Record New Professional Development Plan link under Additional Account Options
at the bottom of the Resume Summary page. As a result, the Professional Development Plan: Part 1 of 3 – Goals is
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displayed. Each of the sections may be entered independently of the others. As a section has been completed, you may
choose to Save & Exit or Continue. If you choose to Save & Exit, the required fields still have to be completed.
Complete the information on each page as described in the following instructions. Text fields should be filled in with
complete sentences with capitalization and punctuation in place. By doing so, a printed copy of the entries will be
presentable for any copies that need to be generated.
Goals (Part 1)
The information on this page pertains to goals, mentoring and general plan format.
Five-Year Goals
Enter a description of the goals that answers the question: “In five years, what would you like to be doing
professionally?”
Plan Format
Select the value for this field by using the down arrow (
) next to the field.
Vermont Early Childhood Framework
Child Development Associate (CDA)
Standards for Vermont Educators
Other
Mentor
This field identifies the mentor or advisor designated by the staff person.
Plan Date
Enter the date on which the plan was created in this field.
Self Assessment (Part 2)
This section contains a series of text boxes that are associated with the following Core Areas:
Child Growth and Development
Observing and Recording Behavior
Physical and Intellectual Development
Professionalism
Program Management
Relationships with Families
Safe and Healthy Learning Environments
Social and Emotional Development
For each of the above Core Areas, complete each section with a description of the following
Goals
Strategies
Resources Needed
Plan Details (Part 3)
In this part, the information that was entered in Self Assessment - Part 2, is displayed again. On this page, complete
the following fields.
Timeline
Enter a description of the timeline that is associated with each Core Area.
Status
Select the value for this field by using the down arrow (
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Started
Completed
Once you have completed all plan sections, the Plan Detail page allows you to save the plan by clicking on the Save
Plan button. Once saved at any phase of the process, the plan information appears on the Resume Summary page as
an entry. The plan can be updated at any time as appropriate.
Work Experience
This functionality allows the capture and maintenance of information about an individual's child care or child care
related work experience. To access this page, select Work Experience on the sub-nav bar at the top of the page. As a
result, the Work Experience page as shown below which displays the following information for any existing Work
Experiences associated with the staff member.
Employer Name
Position
Start Date
End Date
View Experience Details
In order to view the details for an existing entry, click on the Details link on the corresponding row for the entry. As a
result, the Experience Details are displayed.
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Add Work Experience Information
To access this function, click on the Add Work Experience Information link under Other Options at the bottom
of the Work Experience page. As a result, the New Work Experience Information page is displayed.
Complete the information on this page as described below.
Position
Select the value for this field by using the down arrow (
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Aide
Applicant/Provider
Assistant
Care Provider/Household Member
Cook
Director
Head Teacher
Janitor
Other
Other Care Provider
Substitute
Teacher
Transportation
If Other, Please Indicate
If Other is the selection for the position, enter the position in this text box.
Age Groups
Click on one of the following values:
Infant/Toddler
Preschool
School Age
Start Date
Enter the date on which the Work Experience started in this field.
End Date
Enter the ending date for the Work Experience in this field.
Employer Information
Enter the information for the following about the new employer.
Organization Name or Last Name of Provider
Enter the name of the organization or the last name of the provider in this field.
First Name
Enter the first name of the provider in this field.
Employer’s Address
Enter the information about the address for the employer as Street Address, City, State, and Zip Code.
Phone Number
Enter the telephone number for the employer in this field.
Cancel Work Experience Information
If you have decided not to enter the information, click on the Cancel button in order to return to the Work Experience
page.
Submit Work Experience Information
Once the information has been entered and reviewed, click on the Submit button at the bottom of the page. As a result,
the following Work Experience Confirmation page is presented with the newly entered service request confirmed
with an identification number for reference. For more information about this function, see “Service Requests” on page
91.
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Education
This functionality allows the capture and maintenance of information about the educational background of a provider or
CCSD staff. Like credentials, obtaining a degree may result in the payment of a one-time quality bonus. To access this
page, select Education on the sub-nav bar at the top of the page. As a result, the Education page as shown below is
accessed.
The Education page displays the following information for any existing Education associated with the staff member.
Degree
Date Conferred
School
Bonus
Bonus Date
Verified?
View Education Details
In order to view the details for an existing entry, click on the Details link on the corresponding row for the entry. As a
result, the Education Details are displayed.
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New Education Information
To access this function, click on the New Education Information link under Other Options at the bottom of the
Education page. As a result, the New Education Information page is displayed.
Complete the following information for the new entry.
Degree
Select the value for this field by using the down arrow (
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Associate
Bachelor
Certificate
Doctorate
High School or Equivalent
Master
Vocational
Date Conferred
Enter the date on which the degree was conferred in this field.
Concentration
Select the value for this field by using the down arrow (
) next to the field.
Child Development
Child and Family Studies
Early Childhood Education
Early Childhood Special Education
Elementary Education
Human Development
Human Services
Infant Studies
Infant-Child Mental Health
Other
Psychology
Sociology or Social Sciences
Teacher Education
School Name
Enter the name of the school in this field.
School City
Enter the city in which the school is located in this field.
School State
Enter the state in which the school is located in this field.
Once the information has been entered and reviewed, click on the Continue button at the bottom of the page. As a
result, the New Education Information – Teacher Certification page is presented with the entered information
displayed in the top section of the page.
Teacher Certifications
The lower portion of the page contains a table labeled Teacher Certifications. To add an entry in this table, click on
the Add Certification link at the top of this table. As a result, the New Education Information – Add Teacher
Certification Information page is accessed. Complete the following information on this page:
Area of Preparation
Select the value for this field by using the down arrow (
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Agriculture
Art
Business & Office Occupations
Computer Science
Distributive & Marketing Education
Driver Education
Early Childhood
English
Family and Consumer Sciences
Foreign/Classical Language: French
Foreign/Classical Language: German
Foreign/Classical Language: Greek
Foreign/Classical Language: Latin
Foreign/Classical Language: Russian
Foreign/Classical Language: Spanish
General Elementary
Health Education
Health Occupations
Mathematics
Middle Grades
Music Education
Occupational Family and Consumer Sciences
Physical Education
Science
Social Studies
Technology Education
Instruction Level
Select the value for this field by using the down arrow (
) next to the field.
Birth through age 8
Grades 5-8
Grades 7-12
Grades K-12
Grades K-6
Certification Date
Enter the date associated with the entered certification in this field.
Once you have completed the information in the above fields, click on the Continue button. This action returns you to
the New Education Information – Teacher Certification page with the entered information in the appropriate
fields in the Teacher Certification table.
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Submitting the Education Information
Once the information has been entered and reviewed, click on the Submit button at the bottom of the page. As a result,
the Education page is presented with the entered information displayed in the table.
Credentials
This functionality allows the capture of the details about formal credentials received by a provider or CCSD staff.
Obtaining a credential may result in the payment of a one-time quality bonus. To access this page, select Credentials
on the sub-nav bar at the top of the page. As a result, the Credentials page is accessed.
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The Credentials page displays the following information for any existing Credentials associated with the staff member.
Credentials
Date Obtained
Expiration
Bonus?
Bonus Date
Verified?
View Credential Details
In order to view the details for an existing entry, click on the Details link on the corresponding row for the entry. As a
result, the Credential Details are displayed.
Add Credential Information
To access this function, click on the Add Credential Information link under Other Options at the bottom of the
Credentials page. As a result, the New Credential Information page is displayed for entry.
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Complete the following information for the new entry.
Type of Credential
Select the value for this field by using the down arrow (
) next to the field.
Apprentice
CCV
Cardio Pulmonary Resuscitation (CPR)
Child Development Associate (CDA)
DOE
Director Certificate
Early Childhood Mental Health Certificate
Infant and Toddler Certificate
NCCA Certified Child Care Professional
School Age Certificate
Date Obtained
Enter the date on which the credential was obtained in this field.
Expiration
Enter the expiration date for the credential in this field.
To Cancel the Credential Entry
If you have decided not to enter the information, click on the Cancel button in order to return to the Credentials page.
To Submit the Credential Entry
Once the information has been entered and reviewed, click on the Submit button at the bottom of the page. As a result,
the Credentials page is presented with the entered information displayed in the table.
Program Participation
This functionality allows the capture of information about an individual's participation in a program leading to a degree
or credential. To access this page, select Program Participation on the sub-nav bar at the top of the page. As a
result, the Program Participation page is accessed.
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The Program Participation page displays the following information for any existing Program Participation
associated with the staff member.
Program Type
Degree/Credential
School
Start Date
Expected Completion
View Program Participation Details
In order to view the details for an existing entry, click on the Details link on the corresponding row for the entry. As a
result, the Program Participation Details are displayed.
New Program Participation Information
To access this function, go to the New Program Participation Information section at the bottom of the Program
Participation page and make a selection for the Program Type from one of the following:
Degree
Credential
Once you have selected the Program Type, click on the Add button. Depending on the selection made, the fields
available for entry on the New Program Participation Information page will differ. Note: The Program Type
cannot be changed once you have advanced to the New Program Participation Information page. If you need to
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change this option, click on the Cancel button on the New Program Participation Information page to return and
start again.
Program Type - Degree
If you have selected Degree as the Program Type, complete the fields presented on the page for this option. The
Program Type cannot be changed once you have advanced to the New Program Participation Information page.
Complete the following fields:
Degree
Select the value for this field by using the down arrow (
) next to the field.
Associate
Bachelor
Certificate
Doctorate
High School or Equivalent
Master
Vocational
Concentration
Select the value for this field by using the down arrow (
) next to the field.
Child Development
Child and Family Studies
Early Childhood Education
Early Childhood Special Education
Elementary Education
Human Development
Human Services
Infant Studies
Infant-Child Mental Health
Other
Psychology
Sociology or Social Sciences
Teacher Education
School Name
Enter the name of the school in this field.
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Start Date
Enter the date on which the degree was started in this field.
Anticipated Completion Date
Enter the anticipated completion date in this field.
Cancel the Degree Credential
If you have decided not to enter the information, click on the Cancel button in order to return to the Program
Participation page.
Submit the Degree Credential
Once the information has been entered and reviewed, click on the Submit button at the bottom of the page. As a result,
the table on the Program Participation page displays the entered item.
Program Type - Credential
If you have selected Credential as the Program Type, complete the fields presented on the page for this option. The
Program Type cannot be changed once you have advanced to the New Program Participation Information page.
Complete the following fields:
Type of Credential
Select the value for this field by using the down arrow (
) next to the field.
Apprentice
CCV
Cardio Pulmonary Resuscitation (CPR)
Child Development Associate (CDA)
DOE
Director Certificate
Early Childhood Mental Health Certificate
Infant and Toddler Certificate
NCCA Certified Child Care Professional
School Age Certificate
School
Enter the name of the school in this field.
Start Date
Enter the date on which the degree was started in this field.
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Anticipated Completion Date
Enter the anticipated completion date in this field.
Cancel the Credential Entry
If you have decided not to enter the information, click on the Cancel button in order to return to the Program
Participation page.
Submit the Credential Entry
Once the information has been entered and reviewed, click on the Submit button at the bottom of the page. As a result,
the table on the Program Participation page displays the entered item.
Professional Development Function
This function is also used to track annual requirements for professional development of provider staff licensed or
registered by the CCSD. To access this page, select Professional Development on the sub-nav bar at the top of the
page. As a result, the Professional Development page is accessed.
The Professional Development page displays the following information for any existing Professional
Development associated with the staff member.
Course Title
School
Date Completed
Hours
Hours Type
Verified?
View Professional Development Details
In order to view the details for an existing entry, click on the Details link on the corresponding row for the entry. As a
result, the Professional Development Coursework Details are displayed.
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New Coursework Information
In order to add a new Professional Development, go the New Coursework Information area on the lower section of
the page. Select one of the following Type of Coursework field: Continuing Education or Professional
Development. Once you have made your selection, click on the Add button.
Depending on the selection made, the fields available for entry on the New Professional Development
Information page will differ. Note: The Type of Coursework cannot be changed once you have advanced to the
appropriate flow for the type selected. If you need to change this option, click on the Cancel button on the New
Professional Development Information page to return and start again.
Coursework Type – Continuing Education Information
If you have selected Continuing Education as the Type, complete the fields presented on the page for this option.
The Type cannot be changed once you have advanced to the New Continuing Education Information – Search
Approved Coursework page.
The first step in this process is to search for a course. Enter the information in the following fields:
Course Title*
Enter the title in this field, using the complete title or a part of it. This is a required entry.
Areas of Knowledge
Select the value for this field by using the down arrow (
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Child Development
Professional Development
Personal Development
Curriculum Development
Search Type
Select one of the following from the drop-down list using the down arrow next to the each of the First and Last name
fields ( ) to restrict the search parameters:
Sounds Like
Starts With
Exactly
Contains
Once the information in as many appropriate search criteria fields as deemed beneficial, click on the Search button.
Search Results
Upon completion of the system search, the results are displayed in the Course Search Results table (page QU0078)
with the following information:
Course Title
School
Hours
Hours Type
Sort By
The Course List may be sorted through the Sort By field on the top right corner of the table using the following options:
Course Title
School
Hours
Hours Type
Once a sort option has been selected, click on the Go button to the right of this field. The Course Search Results
table will be updated with the sorted values in place.
Use Selected
If the name appearing in the list matches the course being entered, select the row containing the name by clicking on the
button at the beginning of the row in the Select column. Once the row has been selected, click on the Use Selected
button at the bottom of the page.
If the name appears on the list, is selected and the Use Selected button is clicked, the next page presented is the New
Coursework Information page with the selected course details displayed.
Use Data Entered
If the name does not appear on the list, you may enter it by selecting the Use Data Entered button to create the new
course entry. With this selection, you will want to make sure that the entered information in the Course Title field
matches the course title you wish to add.
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Completing the New Coursework Information
Enter the following information to complete the details for the coursework.
Completion Date
Enter the date on which the course was completed.
Once the information has been entered in the above fields, click on the Submit button to process this information. As a
result, the newly entered information is displayed on the Professional Development table.
Coursework Type – Professional Development Information
If you have selected Professional Development as the Type, complete the fields presented on the page for this
option. The Type cannot be changed once you have advanced to the New Professional Development
Information – Search Approved Coursework page. In order to complete this process, refer to the instructions in
the section named “Coursework Type – Continuing Education Information” on page 172.
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